Community Programs Administrative Specialist

The Community Programs Administrative Specialist supports the operations of the Community Programs Division by coordinating program schedules, assisting with administrative tasks, preparing reports, and delivering high‑quality customer service to visitors and partner organizations. Working closely with the Senior Manager of Community Programs, this role helps ensure the smooth and efficient functioning of all division activities.

The ideal candidate is a highly organized, detail‑oriented professional with a strong commitment to public service and environmental education. They excel at multitasking, communicate clearly, and provide exceptional customer service. They demonstrate proficiency with administrative coordination and software tools, work well both independently and collaboratively, take initiative, and consistently maintain accuracy in their work. Their positive attitude and reliability contribute to a supportive and productive team environment.

Key Responsibilities:

• Coordinates scheduling of educational programs, staff, and facility spaces using calendar software.
• Assists with daily operations including opening/closing the building, maintaining cleanliness, and restocking supplies.
• Manages purchasing and bookkeeping tasks, including budget tracking, invoice processing, and reporting.
• Tracks attendance for programs, rentals, and walk-in visitors using web-based software.
• Provides customer service by answering phones, responding to inquiries, managing departmental email inboxes, and assisting visitors.
• Supports program publication by proofreading, editing content, updating the website, and managing promotional materials.
• Maintains records and reports in compliance with park district policies.
• Participates in required meetings and training sessions, including CPR certification, financial protocol training, and other relevant professional development activities.