Administrative Specialist
The Administrative Specialist provides comprehensive administrative and operational support to ensure the efficient functioning of Family Centers’ executive offices and Grauer Preschool. Working closely with the Manager of Administrative Services, Facilities Director, and executive leadership, the incumbent helps maintain a professional, organized, and responsive office environment. The role also assists with documentation, reporting, and coordination activities that support agency operations.
Key Duties and Responsibilities
- Serve as the primary point of contact for visitors, phone calls, and email inquiries, providing professional and responsive customer service.
- Provide administrative support to the Executive Team, including calendar management, scheduling, and meeting coordination.
- Oversee daily administrative operations of the executive offices and Grauer Preschool to ensure efficient office functioning.
- Perform data entry and administrative support for agency programs and maintain documentation related to grants, compliance, and accreditation.
- Manage incoming communications, including answering calls, taking messages, and routing inquiries appropriately.
- Receive, sort, and distribute incoming mail and deliveries, including interoffice correspondence and USPS mail.
- Coordinate outgoing mail and deliver items to local post office and drop-boxes when necessary.
- Monitor and report facility-related issues and coordinate with the Facilities Director.
- Participate in safety-related initiatives, conduct drills and participate in the organization’s Safety Committee to help maintain a safe workplace.
- Manage office supplies and maintain building inventory, ensuring resources are regularly re-stocked and available for staff and program operations.
- Collaborate with leadership and staff to continuously improve administrative processes and workflows
- Perform other administrative and operational duties as assigned to support agency needs.
Performance Requirements and Competencies
- Leadership qualities including independent judgment, attention to detail, multitasking, and critical thinking.
- Ability to quickly assess and resolve challenging situations with clients and/or staff.
- High aptitude for learning new programs and responsibilities.
- Knowledge and ability to plan and carry out instructions.
- Familiarity with Family Centers’ programs and information flow.
- Strong organizational and interpersonal skills.
- Excellent written and verbal communication skills.
- Ability to lift up to 20 pounds.
Education and Experience
- Bachelor’s or Associate’s degree highly desirable; relevant industry experience may be considered.
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams).
- Minimum of 2 years of administrative or office operations experience, preferably in a nonprofit, healthcare, education, or human services organization.
- Experience supporting senior leadership in a dynamic office environment and the ability to manage multiple priorities with discretion, professionalism, and sound judgment.
- Valid driver’s license and access to a reliable, properly insured vehicle for work-related responsibilities.
Benefits and Perks
At Family Centers, we believe in taking care of our compassionate staff who care for our community. We offer a comprehensive benefits package carefully designed to support staff health, financial wellbeing, and work-life balance. We are committed to fostering a supportive, mission-driven environment where employees feel valued, supported, and able to build lasting careers.
Full-time employees enjoy:
- Generous Paid Time Off – 15 vacation days annually (increases to 20 days after 5 years, and 25 days after 10 years), 11 paid holidays, up to 3 personal days, and up to 10 sick days
- Half-Day Summer Fridays (in select programs)
- Medical, Dental & Vision Coverage Options
- Health Savings Account (HSA) with monthly employer contributions
- Flexible Spending Accounts (Health Care & Dependent Care)
- 403(b) Retirement Plan with up to 6% employer contribution
- Employer-Paid Long-Term Disability, Life & AD&D Insurance
- Employee Assistance Program (EAP) for confidential support
- Voluntary Opt-In Benefits including Critical Illness Insurance, Pet Insurance, supplemental Life Insurance, and more
- Tuition Assistance (eligible to apply after 6 months of service)
- Loan Repayment Opportunity: Fully licensed clinicians working in our FQHC and SBHC programs may qualify for the National Health Service Corps (NHSC) Student Loan Repayment Program, which offers up to $75,000 in student loan repayment for primary medical, dental, and behavioral health clinicians. Clinicians who demonstrate Spanish-language proficiency may qualify for an additional $5,000 award.
Family Centers has consistently been recognized as one of the Top Workplaces in Western Connecticut by Hearst Connecticut Media and holds a perfect 100 Encompass rating from Charity Navigator.
About Family Centers
Family Centers is a private, nonprofit organization offering health, education and human service programs to children, adults and families in Fairfield County. Our team includes 300 professionals and over 500 trained volunteers who collaborate to provide our communities with a wide range of responsive and innovative services. Through our comprehensive network of services, more than 26,000 children, adults, families and communities receive the care, encouragement and resources needed to realize their potential.
For more information, please visit www.familycenters.org.
Family Centers is committed to providing equal employment opportunities to all applicants and employees as indicated in applicable federal and/or state laws.
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