First 5 LA

Department Coordinator

Employment type
Full Time
3 months ago
Los Angeles

Under the direction of the Department Director, the Department Coordinator serves as the central coordinating resource for Department-wide business processes. The coordinator will multitask, prioritize incoming requests, and work with initiative without requiring close supervision. S/he will have administrative duties such as scheduling meetings and meeting coordination, but will also be required to provide administrative support to on-board new hires into the Department, as well as assist with special projects as required. S/he will be involved with a large range of contacts ranging from entry level to extremely high-level and may be exposed to sensitive information requiring discretion, good judgment and confidentiality. S/he will also coordinate with the Executive Administrative Assistant & Division Coordinator and respective Administrative Assistants for their Division.  



The Department Coordinator should visibly demonstrate the adopted organizational values of collaboration, integrity, respect, accountability, purpose, shared leadership and learning in the execution of their key areas of responsibility:  

Key Areas of Responsibility:  

§ Administrative support 

§ Commission meeting support 

§ Meeting & event preparation, planning and coordination 

§ Research and report preparation 

§ Operational budget management 

Essential Duties:  

Administrative Support 

§ Supports onboarding new hires into respective Department by coordinating with new hire’s manager & HR (e.g. new hire’s schedule and priorities for first two weeks)  

§ Ability to exercise discretion in handling sensitive or confidential information or situations 

Commission meeting support 

§ Manages list of topics for Commission agendas from Department; supports and coordinates with Division Leadership and Board secretary 

§ Manages collection process of supporting materials for Commission meetings; coordinates preparation and formatting of materials to ensure materials are Commission-ready 

Meeting & event preparation, planning & coordination 

§ Coordinates external meetings with partners for Department-owned meetings; supports agenda development and material preparation 

§ Drafts straw content for Department meetings; supports meetings with note-taking and action item follow-up  

Research & Report Preparation 

§ Runs, formats and provides reports from relevant systems, e.g. GIFTS, FE NXT, Excel Workbooks & databases to Department staff as directed 

§ Fulfills information requests from internal or external stakeholders as directed 

Operational Budget Management 

§ Tracks and monitors Department budget 

§ Monitors credit card utilization and related inquiries from Finance 

§ Supports the organization’s commitment to diversity and inclusion, and values a diversity of perspectives  

§ Adheres to policies and procedures to ensure alignment with State regulations, local ordinances and First 5 LA directives  

§ Keeps apprised of all laws, regulations, statutes, rules and policies affecting First 5 LA and Proposition 10  

§ Supervises contractors and consultants, as needed  

§ Collaborates both internally and with external stakeholders to capture, synthesize and share learning and knowledge outcomes from the ongoing execution of all activities as necessary  

Other duties and responsibilities may be assigned. The duties and responsibilities listed are designed to provide typical examples of the work performed; not all duties and responsibilities assigned are included here, nor is it expected that all similar positions will be assigned every duty and responsibility. 



Knowledge, Skills & Abilities:  

Organization-wide Competencies 

§ Commitment to organizational mission and values: Mission-driven and self-directed, with a demonstrated passion for First 5 LA’s work to strengthen families and improve child outcomes; strives to model organizational values through daily actions and behaviors  

§ Possesses Customer-Focused Mindset: Is aware of and considers relevant internal & external stakeholders and their needs (customers); identifies solutions to be responsive to stakeholder needs; considers impact when executing daily tasks  

§ Collaborative: Collaborates with peers to drive results in alignment with organizational and operational goals in support of the organization’s mission; is able to work in cross-functional teams; is able to establish and maintain effective working relationships with co-workers, public officials and the general public 

§ Communicates Effectively: Communicates effectively both written and oral; demonstrates active listening and comprehension; selects and uses appropriate communication methods to keep others appropriately informed; able to tailor messages appropriately to various audiences 

§ Demonstrates Integrity and Judgment: Follows through on commitments letting others know of his/her true intentions; ensures decision-making or recommendations are fact-based and others understand the decision/recommendation before moving forward; considers the relative costs and benefits of potential actions to choose the most appropriate one 

§ Demonstrates Critical Thinking: Applies critical thinking, logic and reasoning to effectively think through problems and information; identifies relative strengths and weaknesses of options, solutions or approaches 

§ Demonstrates Strategic Thinking: Considers issues and relationships relevant to achieving long range goals or vision; identifies alternatives based on logical assumptions, facts, available resources, constraints, and organizational values to layout several points of view on a course of action to accomplish goals 

Job Specific Competencies 

§ Role Specific Content: Diplomacy skills to deal effectively and professionally with issues that arise with outside vendors and with internal stakeholders; demonstrated ability to pay close attention to details with excellent accuracy and completeness; ability to maintain the confidential nature of all employees and company proprietary and privileged information used or observed in the course of performing job duties 

§ Content Knowledge: Competent in required job skills and knowledge; ability to learn and apply new skills; ability to learn how to operate new systems quickly; demonstrated ability to set priorities, establish clear expectations and execute identified projects; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; knows how to use technology tools to effectively manage and expedite processes; uses resources effectively  

§ Planning and Organization and Project Management: Works in an organized manner with strong attention to detail; prioritizes and plans work activities; ability to effectively manage overlapping projects and deadlines; ability to work under pressure, meet deadlines and adjust to changing priorities; uses time efficiently; plans for additional resources; integrates changes smoothly; sets goals and objectivesability to manage high performance projects 


§ Minimum of three years of experience in administrative support preferred  


§ Associate’s degree or equivalent from an accredited two-year college or technical school in the field of business administration or a related academic field preferred  

Computer Skills:  

§ Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) 

§ Ability to use widely supported internet browsers 

§ Familiarity with MS SharePoint a plus  

Certificates, Licenses and Registrations: 

§ Valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions 

§ Valid automobile liability insurance  

Travel Requirements: 

§ This position requires travel locally, statewide and nationally as needed 



Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The employee will sit, talk, hear and use hands up to 2/3 of the time. The employee will stand and walk up to 1/3 of the time. The employee is routinely required to carry and/or lift up to 10 pounds. 

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

The noise level in the work environment is usually moderate.    

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