Office Administrator

Position Summary:

The Office Administrator will coordinate all administrative office activities and operations while providing high-level clerical and administrative support to management.

Essential Duties and Responsibilities:

• Perform high-level administrative tasks, including scheduling meetings and maintaining calendars, drafting letters, memos, invoices, reports, and other documents for the CEO/Executive Director and other assigned Senior Leadership staff as directed by the CEO/Executive Director.
• Schedule and attend bi-monthly Board, Board Committee and Safety Committee meetings, type and distribute minutes to committee members. Maintain and file all Board and Committee materials, minutes and results of Board and Committee votes.
• Responsible for the conference room technology and space (limiting the use of the space as storage, problem-solving on our tech for virtual meetings, greeting trainers/visitors and having the space set up so that participants just need to walk in, not manage it). This includes other activities utilizing the conference room, such as the Santa Shop and Conference/Council meetings.
• Oversee, maintain, update, and distribute Administration Building copier information, telephone, and fax lines, including new employee numbers for the text alert system and the list of staff telephone numbers and email addresses, as needed.
• Picks up, distributes, and takes mail to the post office daily.
• Prepare deposits and related documentation for Finance daily.
• Provide employee badges for Human Resources and parking passes for Human Resources and Housing.
• Oversee and maintain records of clients shopping in the Pantry as well as the incoming assistance phone calls coming in from “211” for Conferences.
• Oversee the front door and the answering and forwarding, as appropriate, of calls to appropriate staff members and the “211” calls for Conferences.
• Collect rent paid in person at the Administration building, provide a receipt to the client, and ensure checks are provided to Finance daily.
• Assist Finance and departments in gathering and routing documents and other information needed for approval and execution of contracts and memorandum of understanding and in the maintenance of centralized files.
• Provide support and assist in organizing and maintaining documentation needed for accreditation and insurance purposes (for example, fire drills, safety committee meetings, Client Advisory Council, Employee Engagement committee).
• Submit in Yardi and follow up on maintenance Work Orders related to the Administration building.
• Manage multiple calendars (Board room/meeting space and vehicle reservations)
• Identify process improvement opportunities related to administrative support and provide direct support on the implementation of approved ideas.
• Order and distribute supplies
• Performs other related duties as assigned.

Specific Knowledge, Skills, Abilities:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Excellent interpersonal skills.
• Knowledge of Microsoft Office Suite or related software.
• Basic knowledge of how to operate standard business equipment.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to function well in a high-paced and at times stressful environment.
• Outstanding abilities to communicate in person, in writing, and over the phone.
• Ability to type a minimum of 40 words per minute.
• Ability to work with a diverse population.
• Commitment to the mission, values and goals of SVDP.

Education, Qualifications, Certifications, Trainings, Licenses:

• High School Diploma.
• Four (4) years of experience (preferred).
• A combination of education, training, and experience that results in demonstrated efficiency in performing the work may be substituted
• Successfully pass any required pre-employment background and drug screening
• Maintain Driver’s License and personal auto insurance
• Notary Public License (SVDP will cover the cost of obtaining and maintaining a Notary Public license)

St Vincent de Paul, Louisville (SVDP) is one of the longest serving social charities in Louisville. Through our homeless shelters, supportive housing programs, professional case management, clinical services, Open Hand Kitchen, Food Pantry, and retail thrift stores, we house, feed, and support those in need with compassion and dignity.

Why Work With Us?

At SVDP, we believe in more than just a job! We offer our team a sense of purpose and pride in serving others. As part of our mission-driven team, eligible employees enjoy a comprehensive benefits package designed to support your well-being and growth.

Benefits Include:

Available Immediately Upon Hire:

• Paid holidays
• Free meals provided daily in our Open Hand Kitchen
• Free on-site parking
• Employee Assistance Program (EAP) – free counseling services
• Thrift store employee discount
• Eligibility for Public Service Loan Forgiveness (PSLF) program
• Mileage reimbursement (if applicable)
• Phone reimbursement (if applicable)

Available After 30 Days of Employment (Following the First of the Month):

• Employer-paid Short-Term Disability Insurance
• Employer-paid Long-Term Disability Insurance
• Employer-paid Life Insurance
• Health Insurance
• Dental Insurance
• Vision Insurance
• Voluntary Accident
• Critical Illness & Cancer
• Additional Voluntary Life
• Flexible Spending Accounts (FSA)
• Health Savings Account (HSA) – SVDP matches $ for $ up to $500/single ($20.83 per pay) and $1000/Family ($41.66 per pay)

Available After 90 Days of Employment (Following the First of the Month):

• 401(k) Retirement Plan
  • SVDP matches up to 3% after one year of service (hours must be met)
• Paid Time Off (PTO)
  • Begins accruing on your first day and is available after 90 days
• Opportunity to discuss flexible schedule

Available After 6 Months of Employment:

• Access to Advanced Education and Training
  • Clinical supervision support for employees in the Social Work/Human Services field pursuing higher credentialing
• Eligibility to apply for internal job opportunities