Program Program Administrative Specialist (Bilingual)Administrative Specialist (Bilingual)

Position Description 
The Program Administrative Specialist is responsible for coordinating and managing Front Desk services, the heart of Project Home hospitality. Additionally, this position provides administrative support essential to the operations of the family shelter. This position also provides English/Spanish translation support to program staff and clients. The Program Administrative Specialist reports to the Director of Project Home.

Responsibilities

• Welcome and guide all guest families, visitors, volunteers, and staff entering the building.
• Respond to guest families’ requests for information and necessities.
• Create and revise Front Desk policies and procedures, with support from Shelter Manager and Director, as necessary.
• Onboard staff and volunteers on Front Desk policies and procedures to ensure excellent guest service and safety.
• Build and maintain positive working relationships with faith community volunteers.
• Organize and monitor front desk supplies, including donated items; keep office work and storage spaces tidy.
• Perform program administration duties such as monitoring front desk supplies, daily capacity communications, filing, copying, mailings, and data entry.
• Maintain accurate electronic and secure physical client files as required by our board and government grant contracts.
• Utilize the Homeless Management Information System (HMIS) to compile timely detailed reports, with accurate statistics and information.
• Respond in a timely, compassionate manner to calls and emails seeking services.
• Monitor pick-up, drop-off, and distribution of documents, packages, and mail for the agency and shelter guests.
• Build a positive working relationship with all Project Home team members and partner agency colleagues.
• Work collaboratively with colleagues to identify unmet programmatic needs and explore ways volunteers and/or community resources can positively fill those needs.
• With other staff, assist with birthday and holiday celebrations for participants.
• Prepare for and attend all required agency, and community meetings and trainings.
• Assist the Director of Project Home in arranging and preparing for speaking engagements and community events.
• Maintain appropriate professional boundaries and confidentiality with current and former program participants, colleagues, and volunteers.
• Other duties as assigned.

Qualifications and Experience 

• English/Spanish proficiency required.
• Proven experience in a program administrative role; work with family social service programming preferred.
• Outgoing team player who is detail-oriented, self-motivated, project goal focused; able to multi-task, work under pressure and time constraints and set priorities.
• Proven administrative skills including excellent phone and email communication skills, and accurate data collection and reporting. Experience in Microsoft Office, particularly Excel, is critical.
• Licensed Homeless Management Information Systems (HMIS) user, or ability to gain licensure within three months of onboarding.
• Able to interact in a consistent, professional, and friendly manner with staff, agency partners, volunteers, and visitors of Interfaith Action of Greater Saint Paul.
• Possess an acceptance and respect for cultural and faith diversity. Ability to work with and relate to people in a multi-cultural, interfaith environment.
• Must be honest, dependable, and professional at all times; experience maintaining personal/professional boundaries.
• Must exercise patience, understanding, creativity, and fairness with volunteers, participants, and colleagues; manage personal stress constructively.
• Must be able to occasionally lift 40 lbs. and climb stairs regularly.
• Personal commitment to the mission of Interfaith Action of Greater Saint Paul.

Salary : $25 - $28