Full-Time Administrative Coordinator
QPI Administrative Coordinator (Full-Time, Remote)
ABOUT THE QUALITY PARENTING INITIATIVE (QPI)
The Youth Law Center’s Quality Parenting Initiative (QPI) is an innovative system-change strategy for reforming child welfare practices and policies across the country by partnering with system stakeholders and centering the voices of those most impactedyouth, birth parents, and foster caregivers. The QPI team works in more than 80 jurisdictions across the country to transform child welfare systems at the local, state, and national levels, with a goal of ensuring that every child in foster care receives excellent parenting, every day.
ABOUT THE POSITION
The Administrative Coordinator will serve as both the administrative support backbone of our QPI team and the face of QPI during events and in external communications. Within the team, the Coordinator will serve as the first point of contact for administrative support needs and will fill a variety of administrative functions, including maintaining team and project calendars, taking notes and providing live support during meetings, creating and proofreading documents, maintaining files and contact lists, supporting monthly contract deliverable activity tracking, and more. In their external-facing capacity, the Coordinator will be our constituency’s go-to contact person, triaging email inquiries, providing program information and resources, corresponding with our QPI member sites, and making introductions and announcements during live virtual and in-person events.
Additionally, the Coordinator will play a vital role in the success of our annual, virtual QPI National Conference as well as a variety of smaller in-person and web events throughout the year by serving as the event coordinator. This position will coordinate the overall event planning process and will oversee event logistics by serving as the vendor liaison, tracking registration and attendance, addressing on-site support needs, coordinating the evaluation process, and other responsibilities.
This is a full-time, remote position and can be performed from anywhere within the continental United States, with a preference for states in which QPI currently operates (see below). Travel for events several times a year will be required. This position reports to the QPI Special Projects Manager.
The successful candidate for this position will have at least three years of dedicated administrative experience, with a broad range of solid administrative skills, and will be equally energized by standing at the front of the room and attending to behind-the-scenes details. You find satisfaction in being the person your team relies on to have answers, solve problems, spot errors, and come through in a pinch when time-sensitive needs arise. If asked, your coworkers would rave about how dependable and unflappable you are. In fact, being faced with a little chaos and ambiguity brings out a certain calm in you because that’s where you get to work your organizational magic. Though you’re ready to take responsibility and initiative in coordinating complex projects, you also appreciate just how necessary rote, day-to-day admin is to sustain the workno task is too small for you. You’re meticulous, self-motivated, a time-management whiz, tech-savvy, personable, and supremely adaptable. And last but not least, you enjoy planning events! We’d be thrilled if you already have familiarity with QPI or child welfare systemshaving lived experience in the foster care system is an added bonusbut that’s not required.
This support position will hold both day-to-day administrative responsibilities and event coordination responsibilities, with periods when event coordination needs wane and other projects take priority.
The list below is intended to illustrate the core responsibilities of this position. Such a list is never exhaustive; new needs and opportunities will continue to arise as our team grows and changes.
- Provide administrative and logistical oversight for our annual virtual QPI National Conference planning process and provide live logistical support during in-person and virtual events; coordinate additional, smaller virtual and in-person events such as webinars and mini-conferences throughout the year.
- Be the face of QPI by opening conference sessions and web events, sending emails and other written communications to our constituency, and similar.
- Support our QPI Site Leads’ work with child welfare agencies, including meeting scheduling, Zoom technical support, and other administrative support for site activities.
- Utilize spreadsheets, calendars, and other systems to support the tracking of contract deliverable activities each month; support leadership in understanding contract deliverable progress.
- Schedule meetings & events for the QPI team; create and maintain an overall QPI calendar and various project/site calendars.
- Contribute to, proofread, and edit various types of written materials, such as email communications, conference programs, and activity reports.
- Maintain a filing structure and help define procedures for managing, storing, and archiving documents, reports, and other materials.
- Set up and host Zoom meetings and webinars, providing technical support during web events and reporting on attendance.
- Manage QPI’s general email inbox and respond to or forward inquiries as appropriate.
- Maintain QPI’s contact information database.
- Attend meetings, take notes, and follow up with attendees about action items.
- Provide general administrative and tech support to the QPI team.
- Contribute to additional recurring and special project efforts as assigned.
- Ensure the mission and the continuation of QPI; seek out advocacy opportunities.
SKILLS & EXPERIENCE
The list below represents what we believe are the most important characteristics needed for someone to be successful in this position. We also recognize that women, people of color, LGBTQIA+ folks, and other historically economically marginalized people tend to avoid applying for jobs if they don’t meet 100% of the listed qualifications. We encourage you to apply if you’re enthusiastic about this role, even if you don’t meet every single criterion on the list.
- A minimum of three years of experience in dedicated administrative positions, ideally within a nonprofit setting
- Previous experience with planning events, either virtual or in-person, including coordinating registration processes
- A deep commitment to the mission of excellent parenting for children and advocacy on behalf of youth
- Confidence and significant familiarity with using Zoom meeting and webinar features, including experience with hosting events and managing attendees and settings
- Excellent verbal communication and interpersonal skills, including the ability to work well with a diverse, fully remote team in locations across the United States
- Strong command of written English and ability to produce written communication in a variety of formats and tones, depending on audience and goal
- Excellent organizational and time management skills, with proven ability to prioritize and take the initiative on identified goals, juggle multiple processes, and meet deadlines
- Prior experience with scheduling and calendar management on behalf of a team or executive, preferably in Google Calendar
- Proven technical skills with common office software and the ability to quickly pick up on new technology (e.g. WordPress, Canva, CRM); prior experience updating and/or managing databases is highly desirable
- Keen attention to detail and a high level of organization
- Professionalism, customer service orientation, and a strong work ethic
- Creativity and flexibility in solving problems and meeting challenges
- Ability to work both as part of a collaborative team and independently
- Reliable judgment, discretion, and ability to maintain confidentiality
- Ability and willingness to travel to various locations within the United States for events
EMPLOYMENT & BENEFITS DETAILS
- Status: Full-time, non-exempt, permanent
- Supervises: None; may occasionally oversee volunteers if applicable
- Salary: $57,000 $72,000 annually, depending on experience. All employee salaries are determined based on years of directly relevant experience at a comparable responsibility level.
- Paid Time Off: YLC offers flexible, unlimited paid vacation to its full-time employees as well as 12 sick days annually, 11+ holidays, and an annual paid winter break.
- Benefits: Comprehensive health benefits package (medical, dental, vision, long-term disability, basic term life), remote work stipend, and remote office equipment, plus an EAP, FSA, Commuter Check program, and (after one year) a 401k with up to 4% employer match. Health plan premiums are 100% employer-paid for both employees and all dependents.
- Location: Permanently remote within the continental United States; preference for states in which QPI currently operates (CA, CT, FL, KS, LA, MN, NM, NV, PA, and TX).