Administrative & Data Entry Specialist

Description

ABOUT THE COMPANY

Our Mission: Since 1981, the Orangewood Foundation has passionately advocated for young people facing foster care, homelessness, and trafficking. Our mission is to empower these individuals by supporting the futures they envision, providing dedicated one-on-one support to help them achieve their dreams and goals.

Our Programs & Services: We provide programs and services in four essential areas: Basic Needs & Support, Education, Life Skills & Employment, and Transitional Housing & Support.

Our Vision: A community where every young person thrives. This is our long-term goal for young people in Orange County. We embody this goal every time we talk to a young person, a volunteer, a community member, and to each other. 

Our Commitment: Equal Opportunity Employer, Flexible Scheduling, Powerful Teamwork, Personal Fulfillment, Thriving Community, Professional Development, Mental & Physical Wellness, Competitive Compensation.

Our Values: At Orangewood, recently ranked #27 in Best Places to Work 2025, we take pride in fostering a positive and supportive workplace culture. We ask all staff to uphold the following core values: Trust, Respect, Empathy, Inclusion, and Advocacy.

JOB DESCRIPTION

Position Title: Administrative & Data Entry Specialist

Employment Classification: Full-time; Hourly; Non-Exempt 

Shift: Monday – Friday, 8:30am-5pm

Reports to: Manager of Independent Living Program 

Department: Independent Living Program

Program Summary:

The Independent Living Program (ILP) and Housing-Independent Living Programs (H-ILP) support youth and young adults (16-28) as they work toward interdependence and stabilize their lives. ILP focuses on individuals transitioning from foster care, offering resources, skill-building, and coaching on education, employment, housing, financial responsibility, and health. H-ILP extends these supports to young adults with housing vouchers, helping them secure, stabilize, and maintain their housing. Both programs provide individualized support and workshops to empower participants in achieving self-sufficiency and long-term stability.

Position Summary:

 The Administrative & Data Entry Specialist for the Independent Living Program (ILP) provides crucial administrative and data entry support to both program staff and administration. This role involves coordinating meetings, managing documentation, and assisting with onboarding and training processes. The Administrative & Data Entry Specialist is also responsible for maintaining records, supporting program outreach efforts, and preparing reports. The position requires excellent organizational skills, attention to detail, and the ability to handle sensitive information with discretion. The role supports the overall functioning of the ILP by ensuring smooth operations and effective communication across the program.

When considering this job opportunity, please be aware that the role may involve high stress levels due to mitigating participant crises and potential exposure to vicarious trauma. It is essential to prioritize self-care and seek appropriate support when needed.

Requirements

Major Areas of Responsibility:

• Coordinate internal and external meetings, including scheduling, room set-up, preparation of materials, meeting documentation, and follow-up activities.
• Provide administrative and operational support to program staff, including report preparation, data entry, record management, invoices, reimbursements, program manuals, and other program documentation.
• Collect, enter, track, and maintain program referrals, participant records, incentives, activities, and requests for support.
• Assist in researching and compiling information for reports, proposals, and evaluation. 
• Assist with outreach for program services, events, surveys, etc. internally and externally. 
• Coordinate with the People Operations Manager on meeting room schedules and organization. 
• Support the development, implementation, and continuous improvement of program processes, procedures, and administrative systems. 
• Coordinate online record management for young adult and landlord incentives, activities, and requests for support. 
• Distribute youth incentives. 
• Prepare and distribute ILP data reports on a monthly, quarterly, annual, and as-needed basis. 
• Responsibilities involve exposure to sensitive information and require sound judgment & discretion.
• Additional duties as assigned by direct supervisor.

Knowledge, Skill, and Experience Requirements:

• High school diploma 
• Preferred one year of experience in data entry and performing administrative duties, including customer service support.
• Strong organizational skills with the ability to work independently, manage multiple tasks, meet deadlines, and take direction from multiple staff members.
• Comfortable with written and oral communication including phone experience
• Proficient in all Microsoft Office applications, Outlook, Excel, Power Point 
• Bi-lingual English/Spanish a plus
• Possess a valid California driver’s license and proof of automobile insurance. Position requires DMV clearance.
• Pre-employment screenings include criminal background check, FBI/DOJ fingerprinting, TB test, drug screen, and previous employment verification. 
• A Plum.io assessment is a required part of the application process, and your application will not be considered complete until the assessment is submitted. Visit this link to learn more: https://www.plum.io/about 

Essential Qualities:

• Understanding of and passion for the Foundation’s mission, vision, values. 
• Enjoys working directly with youth, volunteers, community partners, and other stakeholders. 
• Approaches projects, activities and other job functions with flexibility and a positive attitude.
• Works well as part of a team.
• Demonstrates ethical decision-making, sound judgment, and confidentiality. 
• Organized and detail-oriented.
• Takes initiative and makes a good-faith effort to problem-solve independently.

Working Environment/Physical Requirements:

• Occasional driving to meetings, trainings, and other community events. Position may require use of personal or company vehicle. Physical requirements include standing, sitting, typing, bending, and lifting up to approximately 50 lbs. (i.e., tables, chairs, food, water, etc.)
• Modification to work schedule may be made based on need of the Foundation.

EMPLOYEE BENEFITS

Benefits:

• Medical – Blue Shield HMO & PPO + HRA 
• Delta Dental 
• Vision (EyeMed Network) 
• FSA – Healthcare & Dependent Care
• Mental Health through Headspace (virtual & in person therapy included) 
• EAP – through Unum & Headspace 
• Life/Disability/Accident/Critical Illness 
• Pet Insurance 
• 403b with company match 
• Cell Phone Stipend

Time-off Benefits:

• 5 Sick Days per year 
• Up to 3 Floating Holidays per year 
• Year one - 15 Days of PTO accrued at 5 hours per pay period 
• 13 Company Paid Holidays 

Orangewood Foundation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race (including hair texture and protective hair styles such as braids, locks, and twists), religious creed (including religious dress and grooming practices), color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity (including individuals who are transgender and/or transitioning), gender expression, age, sexual orientation, reproductive health decision-making, military and veteran status, or any other protected group, in accordance with all applicable federal or State laws.