Administrative Coordinator

Position Title: Administrative Coordinator

Reports To: Economic Mobility Director

Classification: Part-Time, Hourly/Non-exempt

Hourly Rate: $20/ hour

Location: On-site (Los Angeles, CA)

Position Summary

The BHI Youth Employment Program (YEP) helps City of Los Angeles public housing residents build career pathways through goal-setting, job readiness support, identifying strengths, and developing action plans to achieve their professional aspirations. The BHI Administrative Coordinator provides administrative and coordination support to the YEP team, who work with diverse clients, offering personalized support and guidance through various career-related stages, from job readiness, to internships and job searching, to professional development. This role helps the team stay organized and responsive by supporting scheduling, data entry, documentation, and event logistics. The Coordinator may also assist with planning and coordinating periodic program events and occasional tabling and outreach activities.

ESSENTIAL FUNCTIONS Key Responsibilities of the Administrative Coordinator include:

Administrative & Program Coordination

Track incoming service requests and inquiries; respond to routine questions, route requests to appropriate staff, and document actions in the database.

Enter participant information into the appropriate database(s) and maintain regular service activity entries and case notes within the system.

Support scheduling and coordination for staff meetings, appointments, and program activities; prepare agendas materials and notes as needed.

Prepare memos, invoices, and reports.

Develop and maintain filing systems and trackers.

Assist in the preparation of regularly scheduled reports.

Support administrative processing of staff mileage reimbursements, purchase card reconciliations, and expense reimbursement submissions and routing to the appropriate approvers and Finance.

Event & Operations Support

Assist with planning and logistics for periodic events (e.g. coordinating supplies/materials, scheduling support, set-up coordination).

Support event setup and takedown; assist team with tabling and outreach at community events.

Research & Resource Support

Conduct research into community resources, industry trends, and funding opportunities.

Confidentiality & Professional Practices

Stays up-to-date on the latest career development theories, tools, and trends.

Maintains client confidentiality and manages client information in accordance with privacy laws.

Communicate professionally with staff, residents, and partners; follow internal protocols and escalation pathways.

Community Engagement & Partnerships

Supports the YEP team in coordinating with HACLA staff and community partners, employers, and stakeholders to expand impact opportunities.

May attend community meetings, conferences, and public forums to support visibility and engagement.

QUALIFICATIONS

High school diploma or equivalent required

One year of office or administrative work experience

Ability to work effectively with multiple stakeholders and support coordination/follow-up. .

Demonstrates BHI’s values of equity, empowerment, and innovation in day-to-day work.

Excellent communication skills with demonstrable ability to write effectively, speak persuasively, and listen attentively.

Deep commitment to social justice, equity, and inclusivity, with an ability to work effectively in multicultural settings.

Bilingual Spanish/English highly preferred

Key Competencies

Organization & Follow-through: Reliable tracking, documentation, and timely follow-up.

Adaptability & Resilience: Flexible and solutions-focused, ready to tackle new challenges in an ever evolving environment.

Physical Requirements

Prolonged periods of sitting at a desk and working on a computer.

Ability to occasionally lift up to 15 pounds.

Ability to travel locally for onsite recruitments and employer engagement.

Additional Responsibilities This job description is not intended to be all-inclusive. Employees may be asked to perform other related duties as assigned to meet the ongoing needs of the organization.