What are the responsibilities and job description for the Administrative Assistant position at The Community Builders, Inc.?
About The Community Builders (TCB)
Join a growing organization that is strengthening neighborhoods across the nation! The Community Builders, Inc. (TCB) is one of America's leading nonprofit real estate developers and owners. Our mission is to build and sustain strong communities where all people can thrive.
About Community Life At TCB
Community Life (CL) is TCB’s place-based model that uses stable housing as a platform for connecting families, seniors, and households with disabilities to community resources and opportunities. We engage residents in creating programs and building strategic partnerships with local stakeholders to create pathways to opportunities in early education, economic mobility, youth development, voting registration, health, and resident leadership. Community Life’s goal is to create equitable access to community supports, resources, and opportunities for all residents so that everyone can thrive.
Position Description:The Community Life Administrative Assistant provides comprehensive administrative and grant support to ensure the effective operation of the Community Life Department. This role supports the Senior Vice President (SVP) of Community Life, manages departmental administrative functions, and assists with grant and contract administration in coordination with the Grant Management Team. Approximately a third of the position is dedicated to supporting the SVP; the remaining time is spent providing administrative and grant-related support to Community Life Directors, Managers, Coordinators and the accounting department, including tasks necessary for timely grant processing, invoicing, and overall departmental operations. The Administrative Assistant will be under the direct supervision of the Director, Grant and Contract Management.Responsibilities include:
BA/BS required. Minimum one year in an administrative support role or related experience preferred. Experience working with minimal supervision and performing effectively under tight deadlines.
Benefits
Join a growing organization that is strengthening neighborhoods across the nation! The Community Builders, Inc. (TCB) is one of America's leading nonprofit real estate developers and owners. Our mission is to build and sustain strong communities where all people can thrive.
About Community Life At TCB
Community Life (CL) is TCB’s place-based model that uses stable housing as a platform for connecting families, seniors, and households with disabilities to community resources and opportunities. We engage residents in creating programs and building strategic partnerships with local stakeholders to create pathways to opportunities in early education, economic mobility, youth development, voting registration, health, and resident leadership. Community Life’s goal is to create equitable access to community supports, resources, and opportunities for all residents so that everyone can thrive.
Position Description:The Community Life Administrative Assistant provides comprehensive administrative and grant support to ensure the effective operation of the Community Life Department. This role supports the Senior Vice President (SVP) of Community Life, manages departmental administrative functions, and assists with grant and contract administration in coordination with the Grant Management Team. Approximately a third of the position is dedicated to supporting the SVP; the remaining time is spent providing administrative and grant-related support to Community Life Directors, Managers, Coordinators and the accounting department, including tasks necessary for timely grant processing, invoicing, and overall departmental operations. The Administrative Assistant will be under the direct supervision of the Director, Grant and Contract Management.Responsibilities include:
- Support Grant Management team with grant and contract reporting and invoicing as assigned
- Support grant coding on various platforms; coordinate CL Directors’ monthly submission of AMEX reports
- Maintain master Memorandum of Understanding (MOU) tracking list and archive
- Support CL staff with vendor setup; prepare MOUs, exceptions, and other documents for the SVP’s signature
- Organize and maintain calendar and schedule appointments for SVP
- Coordinate travel arrangements for SVP (car rental, hotel, etc.)
- Schedule CL Board Committee Meetings: send reminders, prepare agendas, PowerPoint presentations, statistical graphs/charts, and other materials for meetings and correspondence
- Train new hires on administrative tasks, such as vendor setup and Amazon purchasing
- Assist in onboarding new hires: computer orders, IT setup, scheduling training, etc.
- Update job titles and order business cards as changes occur in a timely manner
- Order office supplies and research new deals and suppliers
- Maintain corporate accounts for platforms such as WB Mason, Amazon, Doodle, Lucid Chart, etc.
- Manage CL Admin inbox and triage emails appropriately
- Participate in CL office hours – biweekly for the grant team and monthly for property management staff questions
- Maintain staff e-mail distribution list and department directory in Outlook and Excel
- Maintain departmental organizational charts, inventory lists, and related documents
- Maintain CL TCB Commons page
- General clerical duties, including photocopying, faxing, scanning, mailing, filing; answering resident, vendor, and employee telephone inquiries; directing and screening calls as appropriate.
BA/BS required. Minimum one year in an administrative support role or related experience preferred. Experience working with minimal supervision and performing effectively under tight deadlines.
Benefits
- Medical, dental, and vision insurance
- 12 Paid Holidays & tenure-based PTO accruals
- Employer contributions to Health Savings Accounts
- Company paid Life & Disability Insurance
- 403(b) retirement plan with company match
- Tax-advantage accounts: commuter/parking, medical & dependent care FSA
- Hospital & Critical Illness Insurance
- Confidential, 24/7 Employee Assistance Program
- Salary Range: $50-55k
- Hybrid schedule with 2-3 days in office
Salary : $50,000 - $55,000