Part-time Housing Services Administrative Assistant

Position: Housing Services Administrative Assistant (.5 FTE) 

Department: Senior Housing Services (SHS) 

Status: Part-time, non-exempt 

Hours: Monday-Friday, 9:00 AM –1:00 PM 

Compensation:  $28.00 per hour 

Reports to: Senior Housing Services Manager 

About Us 

St. Mary's Center is a community of hope, healing and justice dedicated to improving the well-being of Seniors and Preschool Families in West Oakland by meeting basic needs for food, housing, and social connection. We build on a strong foundation of direct service provision and participant-led advocacy that amplifies the voices of people directly impacted by hunger, homelessness, and inequity to create a more just and caring society.  

Today, our staff of 40 provides Senior Homeless and Housing Services, including case management and housing clinics; transitional housing at multiple sites; and a vibrant Community Center offering hot meals, social connection, and leadership development. We are partnered with a local nonprofit developer to build and service 73 new homes for Seniors near our headquarters. 

Position Summary 

The Housing Services Administrative Assistant provides administrative, scheduling, participant support, and program coordination services for the Senior Housing Services Department. The position supports Housing Clinic operations, Coordinated Entry processes, Housing Navigation, Transitional Housing, Outreach, and Tenancy Sustaining Services activities. 

This position serves as the primary administrative support role for Housing Services and helps ensure efficient participant flow, accurate documentation, timely communication, and organized program operations. 

Essential Duties and Responsibilities 

Housing Clinic Operations (30%) 

• Support Housing Clinic preparation and logistics 

• Coordinate participant communication regarding services and appointments 

Intake & Coordinated Entry Support (20%) 

• Assist participants with digital membership applications  

• Support Coordinated Entry assessment scheduling 

• Monitor SHS Housing Navigation program referrals and waitlists 

• Monitor assessment scheduling needs 

Administrative Support & Office Coordination (30%) 

• Answer phones and respond to participant inquiries 

• Prepare administrative documents, resource materials, and flyers 

• Maintain digital filing systems and records 

Data Entry & Program Tracking (10%) 

• Support HMIS and Salesforce data entry activities 

• Support quality assurance projects 

Outreach & Participant Engagement Support (10%) 

• Assist with outreach event logistics 

• Sort and distribute participant mail and support communication activities 

• Assist with department workshops and group activities 

• Support department events and special projects 

Performance Expectations 

• Participant communication completed timely 

• Waitlists and participant tracking systems maintained 

• Administrative support needs met effectively 

• Documentation support completed accurately 

• Data entry standards achieved 

• Department operations supported efficiently 

Minimum Qualifications 

• High School Diploma or GED required 

• Associate degree preferred 

• Two years of administrative support experience 

• Experience working in human services, healthcare, housing, or nonprofit settings preferred 

• Strong organizational and communication skills 

• Proficiency with Microsoft Office and database systems 

• Valid California Driver’s License 

Preferred Qualifications 

• Experience with HMIS, Salesforce, or similar systems 

• Experience serving older adults or vulnerable populations 

• Bilingual or multilingual skills 

General Staff Expectations 

• Promote a safe, respectful, and inclusive environment 

• Support the mission and values of St. Mary’s Center 

• Maintain professionalism and confidentiality 

• Follow agency policies and procedures 

Physical Requirements 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  In general, while performing the duties of this job, the employee is expected to stand; walk; sit; reach with hands and arms; and talk or hear.   

• Ability to sit, stand, walk, bend, and communicate effectively throughout the workday. 

• Ability to occasionally lift and/or move up to 20 pounds. 

• Ability to use computers, phones, tablets, and related technology for documentation and communication. 

Equal Employment Opportunity 

St. Mary’s Center is an equal opportunity employer and is committed to an active Equal Employment Opportunity. We celebrate diversity and are committed to an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information or veteran status.  

In compliance with the California Fair Chance Act, St. Mary’s Center will consider qualified applicant with a criminal history pursuant to the California Fair Chance Act.

Salary : $28