Office Administrator

Position Overview

The Administrative Specialist is responsible for owning and optimizing CASA’s administrative and operational systems to ensure efficiency, scalability, and organizational clarity. This role serves as the organization’s operational systems lead, responsible not only for maintaining processes, but continuously improving, automating, and strengthening them. The Administrative Specialist identifies inefficiencies, builds solutions, and implements systems that reduce manual work, improve visibility, and support data-driven decision-making across all departments. This role requires a proactive, problem-solving mindset and the ability to create structure in a fast-paced, evolving environment.

1. Administrative Operations & Office Management

• Own and optimize day-to-day office operations to ensure efficiency and scalability

• Evaluate existing administrative processes and implement improvements where needed

• Ensure physical and digital systems are organized, structured, and easy to navigate

• Coordinate administrative needs across all departments with a focus on efficiency, not duplication

• Manage scheduling, logistics, and coordination for meetings and organizational needs

• Maintain a clean, organized, and functional office environment

• Ensure administrative systems reduce friction and support team productivity

2. HR Administration & Employee Systems

• Design and improve onboarding and offboarding systems; execution and documentation are carried out by Human Resources Specialist

• Maintain structured onboarding systems, including:

• new hire documentation

• system access setup

• onboarding checklists

• Maintain structured offboarding systems, including:

• exit checklists

• documentation collection

• return of organizational property

• Ensure all systems support accuracy, consistency, and audit readiness

• Identify and implement improvements to HR administrative systems and workflows

3. Recruitment Systems & Hiring Coordination

• Coordinate recruitment processes, including:

• posting job openings

• scheduling interviews

• candidate communication

• Maintain organized and trackable hiring systems and candidate pipelines

• Ensure a smooth, professional, and efficient candidate experience

• Track and analyze recruitment process efficiency (e.g., time to hire, candidate flow)

• Identify and implement improvements to streamline hiring coordination

4. Compliance & Documentation Management

• Maintain compliance with organizational policies and administrative requirements

• Ensure all required documentation is properly stored, organized, and accessible

• Maintain audit-ready systems for administrative and HR documentation

• Support audit preparation by organizing and producing required documentation

• Ensure proper document retention and filing systems are followed

• Maintain confidentiality and security of all sensitive information

5. Financial & Administrative Operations

• Coordinate administrative financial processes, including:

• invoice tracking

• expense coordination

• documentation organization

• Maintain structured systems for financial recordkeeping and documentation

• Support preparation of financial documentation for audits and reporting

• Track administrative expenses and ensure documentation accuracy

• Coordinate with leadership and external financial support as needed

6. Donor Acknowledgment & Development Coordination

• Generate donor acknowledgment and tax letters based on information provided by Fund Development

• Ensure timely and accurate distribution of acknowledgment letters

• Maintain organized and trackable records of donor acknowledgments

• Coordinate with Fund Development to ensure accuracy and completeness of donor data

7. Systems Ownership, Automation & Process Optimization

• Own and continuously improve administrative and operational systems across the organization

• Identify inefficiencies and design solutions to streamline workflows and reduce manual processes

• Build and implement automation tools and workflows where possible (trackers, reminders, forms, integrations)

• Develop systems that improve visibility, accountability, and coordination across departments

• Evaluate and recommend tools, platforms, and technologies to improve organizational efficiency

• Regularly audit systems and processes to identify gaps and opportunities for improvement

• Proactively identify problems and implement solutions without waiting for direction

8. Data Tracking, Reporting & Organizational Visibility

• Develop and maintain tracking systems for key administrative and operational data

• Create dashboards, trackers, and reporting tools to provide visibility into workflows and performance

• Ensure data is accurate, organized, and accessible for leadership decision-making

• Identify trends, gaps, and inefficiencies through data analysis

• Support leadership with data needed for audits, board reporting, and strategic planning

9. Organizational Coordination & Execution

• Support execution of organizational initiatives, projects, and cross-department efforts

• Ensure coordination across teams is efficient and aligned

• Maintain clarity in internal communication and administrative processes

• Assist in executing organizational priorities with a focus on efficiency and follow-through

10. SOP Development & Maintenance

• Maintain and update SOPs related to administrative and operational processes

• Ensure SOPs are clear, accurate, and consistently followed

• Participate in SOP review cycles:

• Monthly for new or updated processes

• Quarterly for established processes

• Recommend and implement improvements to SOPs based on operational needs

• Ensure SOPs reflect current systems, tools, and workflows

11. Backfill & Operational Support

• Provide backfill for administrative and operational functions as needed

• Maintain continuity of operations during staff absences

• Support high-demand periods with structured and efficient execution

• Provide cross-department support where systems or coordination are needed

• Escalate HR decisions, personnel issues, and sensitive matters to Executive Director

12. Role Expectations & Approach

• Operate as a proactive problem-solver, not a task-based executor

• Continuously look for ways to improve systems, efficiency, and organization

• Take ownership of processes and outcomes, not just assigned tasks

• Build systems that support scalability and long-term organizational success

13. Other Duties as Assigned

• Perform additional duties as needed to support the organization’s mission and operations

Pay: $43,000.00 - $53,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Beaumont, TX 77701

Salary : $43,000 - $53,000