Family Experience Coordinator & Administ

Respiro Azul LLC • Indian Orchard, MA • 1h ago

Family Experience Coordinator & Administrative Assistant POSITION
PURPOSE The Family Experience Coordinator & Administrative Assistant
will serve as the first point of contact for families engaging with
Respiro Azul. This role will guide each family from the initial phone
call, email, message, or visit through intake, admission, service
enrollment, and ongoing follow-up. The position combines family support,
administrative coordination, operational assistance, and referral
follow-up to ensure a warm, organized, respectful, and professional
experience consistent with Respiro Azul\'s mission. FAMILY SUPPORT AND
EXPERIENCE - Receive and respond to phone calls, emails, messages,
virtual inquiries, and in-person visits. - Clearly explain Respiro
Azul\'s services, processes, and participation requirements. - Schedule
tours, meetings, interviews, and appointments. - Follow up with
interested families, enrolled participants, and caregivers. - Maintain
empathetic, ongoing communication and identify matters requiring the
Executive Director\'s attention. INTAKE AND ADMISSIONS - Coordinate the
complete administrative intake and admission process. - Receive, review,
organize, and file forms and supporting documentation. - Verify consent
forms, emergency contacts, and outstanding requirements. - Schedule
initial assessments and orientation meetings. - Prepare welcome packets
and maintain accurate, confidential physical and electronic records.
ADMINISTRATIVE COORDINATION AND SUPPORT - Manage calendars,
appointments, reminders, and confirmations. - Update databases, contact
lists, family records, and administrative systems. - Prepare
correspondence, forms, lists, basic reports, and internal documents. -
Provide administrative support to the Executive Director and program
team. - Support contacts through phone, email, text, web forms, and
other communication platforms. OPERATIONAL AND COMMUNITY SUPPORT -
Assist with staff schedules and program activity coordination. - Prepare
materials and spaces; maintain basic inventory and supply records. -
Track pending consents, authorizations, and operational documents. -
Receive, document, and follow up on referrals. - Maintain administrative
communication with schools, DDS, clinics, providers, and partners;
support visits and events. QUALIFICATIONS AND CORE COMPETENCIES -
Bilingual proficiency in English and Spanish, both written and spoken. -
Strong communication, organization, follow-through, and customer service
skills. - Proficiency with Microsoft Office, Google Workspace, and basic
database systems. - Ability to handle confidential information and
maintain professional boundaries. - Previous experience in
administration, reception, family services, health, education, human
services, or nonprofit settings is preferred. - High school diploma
required; related coursework or degree preferred. - Ability to work
on-site in Indian Orchard. - Competencies: empathy, professionalism,
initiative, problem-solving, reliability, teamwork, and attention to
detail.

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