Program Administrative Assistant

Description

Program Administrative Assistant Job Description

Position: Program Administrative Assistant
Full-Time/Part-Time: Full-time, Monday - Friday, 8 am - 5 pm

Department: Program
Reports to: Shelter Ministry Program Manager
FLSA Classification: Non-exempt
Starting Hourly Wage: $19/hour

Summary

Attend to guests and handle inquiries on the phone and face-to-face. Supply information regarding the organization to the public, guests, and customers. Provide general administrative assistance to the Program Department and administrative support to the Program Director.

Essential Responsibilities

Essential function 1: Reception

• Greet guests when they come to the Program Administrative Assistant window.
• Schedule guests with Case Management.
• Enter appointments in Outlook and Resident Tracker – Calendars.
• Answer telephone, screen and direct calls, take and relay messages.
• Receive mail and sort mail to the person who is to receive it.
• Provide general information to callers, guests, and visitors regarding the Shelter and Thrift Store.
• Ensure knowledge of program staff availability throughout the course of the day.
• Organize, clean, and maintain the reception area/office.

Essential function 2: Program Support

• De-escalating guests.
• Assist with running shift change meetings.
• Cover the shelter desk as needed.
• Provide daily shelter high balance reports.
• Provide daily reports for the passport program.

Essential function 3: Administrative Support

• Prepare correspondence and documents.
• Complete data entry and reports as requested.
• Process vouchers for guests (furniture, clothing, bike, etc.)
• Digital signage management.
• Homeless Management Information System (HMIS) data entry.
• Document creation and editing.
• Attend virtual meetings on behalf of New Life Center as assigned.
• Occasionally taking minutes at various meetings.

Essential function 4: Other Tasks

• Manage and record the phone Interactive Voice Response system.
• Fax management.
• Other duties as assigned.

Position Reports to Erika Collins, Shelter Ministry Program Manager

Erika oversees New Life Center’s emergency shelter programs, leading a dedicated team that provides compassionate care to individuals in crisis. She joined the Mission in 2024, bringing six years of managerial experience. With a degree in psychology, Erika enhances our ability to serve those in need with understanding and empathy.

This job description identifies the major responsibilities of this job. It does not include all aspects of the position such as the potential additional duties assigned by the Program Director, the requirement for flexibility in helping others, or the highly valued team-oriented approach used for the overall benefit and success of New Life Center.

Qualifications

Personal

• Personal, evident, and growing relationship with Christ
• Compassionate heart for those in need
• Willingness to serve others
• Desire to see the lost be transformed through the love of Christ

Required Education and Experience:

• Minimum of three years of experience in Administrative Support or equivalent experience.

Additional Eligibility Requirements:

• Ability to pass a pre-employment drug test and background check.
• If in recovery, a minimum of 2 years sober and active participation in 12-step programming.

Skills:

• Excellent interpersonal, verbal, and written communication skills
• Proficient at typing (minimum of 60 words a minute) and spelling.
• Must possess data entry skills.
• Operation of multi-line telephone.
• Ability to multi-task efficiently.
• Proficient in Microsoft Office, Word, Excel, and PowerPoint.
• Able to operate a multi-function printer, copier, scanner, and fax.
• Skills to operate various office equipment (three-hole punch, laminator, etc.).

Salary : $19