Programs Administrative Assistant

Job Title: Administrative Assistant

Team: Programs

Classification: Full-Time, Hourly

Reports To: Director of Programs

Direct Reports: None

Effective Date: May 19, 2026

Position Summary

The Administrative Assistant for Programs provides administrative and coordination support to the Director of Programs and assists with day-to-day operations under the direction of the Director of Programs. This role supports organized communication, scheduling, documentation, reporting, and general administrative functions for the Programs Department and related support needs as directed by the Director of Programs.

This position operates within a fast-paced, mission-centered environment serving individuals experiencing homelessness, recovery challenges, crisis stabilization, and life transition. The ideal candidate is organized, dependable, professional, emotionally mature, and able to maintain composure while managing multiple responsibilities in a dynamic environment.

This position provides administrative and operational support and does not provide direct case management or counseling of any nature.

All work priorities and delegated assignments are coordinated through the Director of Programs.

For Employment with Oliver Gospel

Position Responsibilities

Administrative Support

• Provide primary administrative support to the Director of Programs
• Schedule meetings, appointments, and departmental events
• Prepare correspondence, reports, presentations, agendas, and meeting materials
• Answer phone calls, emails, and inquiries professionally and in alignment with organizational values
• Assist with maintaining organized calendars, files, records, and administrative documentation
• Maintain confidentiality regarding guest, staff, donor, volunteer, and organizational information
• Assist with general office operations and administrative organization

Program and Operational Coordination Support

• Assist with maintaining organized communication, scheduling, and documentation systems for the Programs Department
• Track deadlines, follow-up items, required documentation, and departmental schedules
• Assist with data entry, reporting, and program-related tracking or metrics as assigned
• Maintain accurate program files, databases, spreadsheets, and electronic records
• Assist with organizing administrative records, operational documentation, vendor information, and related systems as assigned by the Director of Programs
• Assist with communication and coordination related to facilities, vendors, maintenance requests, or operational needs assigned by the Director of Programs
• Coordinate communication with vendors, volunteers, community partners, guests, and external stakeholders as assigned
• Process invoices, purchase requests, receipts, and expense documentation as assigned
• Assist with event planning, meeting logistics, and registration activities
• Support special projects and other initiatives assigned by the Director of Programs

Role Expectations

• Demonstrate professionalism, discretion, and sound judgment
• Maintain strong organizational skills and attention to detail
• Communicate clearly and respectfully with staff, volunteers, guests, community partners, and key stakeholders
• Manage multiple priorities while maintaining accuracy and follow-through
• Remain calm and professional during interruptions, urgent situations, and emotionally sensitive interactions
• Support the mission, values, and culture of Oliver Gospel Mission
• Maintain healthy professional boundaries and confidentiality at all times

Required Qualifications

• High school diploma or equivalent required; associate degree preferred
• Minimum of 1–3 years of administrative or office support experience preferred
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Ability to multitask and prioritize responsibilities effectively
• Strong attention to detail and problem-solving abilities
• Ability to maintain confidentiality and handle sensitive information appropriately
• Ability to work both independently and collaboratively within a team environment

Preferred Experience

• Program coordination experience
• Experience supporting nonprofit, ministry, social service, healthcare, educational, or community-based organizations
• Customer service or front-facing administrative experience
• Experience assisting with reporting, scheduling, administrative coordination, or organizational systems
• Familiarity working within emotionally sensitive or direct-service environments

Performance Expectations

• Timely and accurate completion of assigned administrative tasks, documentation, and follow-up items
• Professional, respectful, and responsive communication with staff, guests, volunteers, vendors, and community partners
• Organized maintenance of calendars, records, files, spreadsheets, and departmental documentation systems
• Ability to manage multiple responsibilities while maintaining attention to detail, confidentiality, and professionalism
• Dependable attendance, strong follow-through, and willingness to adapt within a changing ministry environment
• Ability to receive direction, adjust priorities, and respond constructively to feedback and changing operational needs

Mental and Physical Demands

Job Description: Administrative Assistant