Administrative Specialist

Position Overview

The Administrative Specialist supports the daily operations and community presence of Eagle Quest’s partnership with Clinical and Community Services, providing prevention and diversion-based services. This position combines administrative support, referral coordination, customer service, and active community outreach.

Responsibilities include maintaining accurate records, supporting program workflows, coordinating outreach activities, and representing Eagle Quest at community events, resource fairs, school functions, and other opportunities to connect youth and families with available services.

The ideal candidate is organized, proactive, outgoing, and service-driven, with the ability to balance office responsibilities with frequent travel and community engagement. Strong communication skills, adaptability, and a commitment to exceptional customer service are essential.

What You'll Do

Administrative & Operational Support

- Support daily administrative operations and program workflows.

- Assist with referral processing, data entry, recordkeeping, and document management.

- Monitor deadlines and outstanding tasks to ensure timely completion.

- Identify opportunities to improve administrative organization and efficiency.

Community Outreach & Engagement

- Participate in community events, resource fairs, school functions, presentations, and other outreach activities to promote Prevention services.

- Represent Eagle Quest professionally when interacting with families, community members, and partner organizations.

- Share information about available services, eligibility, referral processes, and community resources.

- Assist with event coordination, including preparing materials, organizing supplies, and event setup and breakdown.

- Build relationships with schools, community organizations, service providers, and other partners.

- Identify opportunities to increase community awareness and connect more families with services.

- Travel throughout the community and attend scheduled events based on program needs.

Customer Service & Family Support

- Provide welcoming, responsive, and professional service to youth, families, staff, and community partners.

- Respond to incoming calls, emails, and inquiries with a solutions-focused approach.

- Help families navigate initial program processes and connect with appropriate staff or resources.

- Communicate program information and expectations clearly and respectfully.

Referral Coordination & Documentation

- Process, track, and coordinate Prevention referrals.

- Maintain accurate and timely information in designated databases and electronic record systems.

- Follow up with staff and community partners regarding referral status and missing information.

- Maintain confidential records and document outreach participation and activities.

- Identify discrepancies or concerns and communicate them to the appropriate supervisor.

Communication & Team Collaboration

- Collaborate with Prevention staff, supervisors, management, and community partners.

- Provide administrative support for meetings, schedules, reports, and program activities.

- Communicate updates, follow-up needs, and operational concerns promptly.

- Adapt to changing priorities and assist with additional operational needs as directed.

What We're Looking For

Successful candidates will demonstrate:

- Strong organizational, time management, and prioritization skills.

- Excellent written and verbal communication abilities.

- A customer-focused mindset and commitment to exceptional service.

- Confidence engaging with diverse populations and representing Eagle Quest professionally.

- Attention to detail and accuracy in data entry and documentation.

- Ability to manage multiple responsibilities and meet deadlines.

- Professionalism when handling confidential information.

- Initiative, adaptability, and problem-solving skills.

- Ability to work independently and collaboratively.

- Comfort traveling throughout the community and assisting with event setup, breakdown, and transportation of outreach materials.

Minimum Qualifications

- High school diploma or equivalent required .

- Bilingual in English and Spanish required .

- Valid Nevada driver's license and reliable personal transportation required.

- Ability to travel throughout the community and use a personal vehicle for work-related activities.

- Ability to attend scheduled community events and outreach activities.

- Proficiency in Microsoft Office, including Outlook, Word, and Excel.

- Strong written communication, data entry, and recordkeeping skills.

- Ability to manage multiple tasks while maintaining accuracy and meeting deadlines.

- Ability to handle confidential information with discretion.

Preferred Qualifications:

- Previous administrative, clerical, customer service, outreach, or event support experience.

- Experience in human services, youth and family programs, community outreach, or community-based organizations.

Work Environment & Schedule

This position combines office-based administrative responsibilities with frequent community outreach. Travel to schools, community organizations, resource fairs, and other locations is required to promote Prevention services and connect families with resources.

Reliable personal transportation is required, including the ability to drive to multiple locations and transport outreach materials as needed. Applicable company policies regarding mileage reimbursement and business-related travel will apply.

Schedule: Wednesday through Saturday, four 10-hour shifts.

This set schedule supports Prevention operations, including Saturday coverage and community outreach. Some events may require flexibility in how work hours are distributed within the assigned schedule, consistent with program needs and applicable policies.

Benefits Include:

- 401(k) with Company Match

- Medical, Dental, and Vision Insurance

- Paid Time Off (PTO) and Personal Leave Time

- Opportunities for Growth and Advancement

- Meaningful, Mission-Driven Work