Office Coordinator

We are Planned Parenthood of Southern New England, the largest and most trusted providers of reproductive health care. We are recognized for the wide array of services we provide, the outstanding sexual health education we deliver, and our strong commitment to social justice. Working for Planned Parenthood is more than a job; it’s being a part of a powerful movement. Together, we’ll take pride in shaping the future of sexual health and reproductive rights for all people.

About Planned Parenthood of Southern New England:

Planned Parenthood of Southern New England’s is a mission driven organization existing to protect the fundamental right of all individuals to manage their own fertility and sexual health and to ensure access to the services, education, and information to realize that right.

PPSNE is a premier provider of family planning services — the largest in Connecticut & Rhode Island.

Our family planning and reproductive health care services include the provision of birth control and comprehensive contraceptive counseling, pregnancy testing, testing and treatment of sexually transmitted infections, counseling and referral, HIV testing, medication and surgical abortion services and annual exams. In addition, we offer primary health care services.

PPSNE focuses on providing healthy sexuality education and training services, serving nearly 11,000 clients annually, including 1,500 adult professionals who work with teens. Our advocacy programs reach countless numbers of people every year.

It is our hope that the addition of every new staff member will help us to attain our mission in a manner that is consistent with our values. Together, we can create a work environment that is continually challenging and professionally rewarding.

WHAT YOU’LL BE DOING:

In support of Planned Parenthood of Southern New England’s mission, the Office Coordinator is the primary point of contact for visitors and deliveries to the New Haven headquarters office and performs a range of daily on-site administrative responsibilities to support PPSNE’s operations. The Office coordinator is the primary face of PPSNE to all the agency’s contacts and is expected to consistently carry out the responsibilities of the position with a warm, professional, and highly customer-focused approach.

Location and office expectations

Because key responsibilities of this role must be performed on-site daily at PPSNE’s New Haven administrative office, this position cannot be performed remotely.  

• Manages all incoming telephone calls using a multi-line phone system.
• Ensures that all calls are answered timely
• Assists callers with general inquiries to determine the most appropriate department to access and transfers calls
• Retrieves all voicemail messages left on the reception line and forwards them to the appropriate person

• Acts as primary receptionist for incoming guests.
• Screens guests before allowing them entry to the building
• Ensures that visitors sign the guest log
• Understands and communicates with all guests about public health and safety guidelines while in PPSNE facilities
• Contacts the employee with whom the guest is to meet and announces the arrival of their guest
• Issues temporary access badges to visitors as needed; maintains temporary access badge log

• Oversees the inbound and outbound mail processes and receipt of deliveries.
• Receives incoming mail daily; follows procedures for opening and sorting incoming mail; partners with other staff members to execute processes for logging and scanning incoming checks
• Sorts, meters, and posts all outgoing mail daily; ensures that mail is bundled and prepared for pick up
• Accepts and signs all deliveries. Including scheduling pick-ups
• Timely notifies staff of packages delivered to the Administrative Office
• Updates and maintains internal staff mailbox labeling system

• Assists the Facilities Team.
• Coordinates the inventory maintenance and ordering of office and cleaning supplies for the New Haven office
• Communicates with facilities team for building maintenance
• Interacts with service vendors in the absence of the Facilities Manager
• Receives and coordinates scheduling requests by external parties for use of Hessel training center
• Assists with requests for additional shredding bins and supplies as needed
• Helps to monitor the parking lot
• Assists with fire drills by giving fire department access to the building
• Recognizes emergency situations related to facilities and acts quickly to begin remediation
• As needed, supports materials and IT inventory tracking

• Performs a variety of administrative responsibilities to support services of the agency.
• Assists the Medical Inventory Assistant with the assembly of safer sex kits
• IT inventory management as needed
• Create/manage mailboxes for incoming/outgoing staff members
• Generating Good Faith Estimates in Epic
• Fulfills orders and handles shipping logistics for materials sold by the Education and Training team
• Orders supplies for the Director of Security, and other staff as needed
• Arranges catering services for meetings and events held at the Administrative Office
• Tracks invoices and expenses incurred for tasks relating to the Office Coordinator role
• Coordinates set up of conference room(s) with housekeeping for internal training and meeting needs

• Assists with routine internal communications.
• Monitors support email inbox daily; forwards messages to appropriate staff contacts
• Drafts and sends internal emails related to parking issues and other facilities/administrative matters
• Updates administrative phone listing and other basic information on agency intranet, as directed by supervisor

• Follows all PPSNE Security Policies and Procedures
• Ensures access to the PPSNE administrative office is appropriate by screening vendors and visitors correctly, and monitors badge assignments

• Passionate commitment to the mission, vision, and values of PPSNE
• Must have strong administrative skills, phone etiquette, and culturally sensitive customer service skills
• Ability to work in a confidential and time sensitive environment
• Excellent cross-cultural communication skills (verbal and written)
• Demonstrated commitment and passion for equity and inclusion
• Must be proficient in Microsoft Office Suite (Excel, PowerPoint, and Word) and Office 365 (OneDrive, Teams)
• Time management skills and attention to detail is essential
• Must possess the ability to work with changing priorities and simultaneously handle multiple projects
• High school diploma or equivalent required.

• Collaborative
• Problem-solver
• Accessible and flexible
• Clear communicator and good listener
• Culturally responsive

• Work collaboratively with a dynamic group of staff members and volunteers
• Apply your passion for organizing information and providing administrative support to advance a mission you love
• Connect community members to PPSNE’s mission by supporting their volunteer, intern, and student experiences
• Work in a fast-paced, high-energy environment with a team who is dedicated to the mission

PPSNE is an equal employment opportunity employer and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. We are committed to building an inclusive workplace that values diversity and inclusion and reflects the diversity of our communities and patients. We strongly encourage people of color and members of the LGBTQ community to apply.

PPSNE offers a comprehensive benefit package which includes; Health, dental and vision insurance, retirement savings, paid parental leave, tuition reimbursement, generous paid time off, a flexible spending account, wellness program and more.