Program Administrative Assistant

Hamilton Families

Hamilton Families

Administration
San Francisco, CA, USA
Posted on Tuesday, May 21, 2024

Program Administrative Assistant

Location: San Francisco, CA

Position Type: Full-Time, Non-Exempt

Compensation: $26.00/hour

Priority Application Deadline: Sunday, June 2nd at 11:59 pm

Hamilton Families

Our mission is to end family homelessness in the San Francisco Bay Area. Established in 1985, Hamilton Families is San Francisco's leading service provider to homeless families, with carefully designed programs to prevent homelessness, provide shelter and stability, return families to permanent housing and support the well-being of children experiencing homelessness. We currently operate these programs across multiple sites in San Francisco and the greater Bay Area.

Program and Position Overview

The Program Site Administrative Assistant performs a variety of administrative and program support activities for the Transitional Housing / Emergency Family Shelter. This position requires a detail-oriented, highly organized person with strong interpersonal, administrative, and computer skills. The Program Site Administrative Assistant regularly performs tasks including managing office systems, drafting correspondence, assisting staff and participants in the office, and supporting operational projects for the site. This position is located out of our office at 260 Golden Gate Ave. in San Francisco, CA.

Primary Duties and Responsibilities

  • Support leadership in work on initiatives and projects. Appropriately manage sensitive and confidential organization information.
  • Oversee calendars and schedules on behalf of Program Director and shelter leadership.
  • Support and attend leadership and team meetings as well as participate in trainings and committees as assigned. Provide meeting-related materials to attendees. Take and distribute meeting minutes.
  • Participate in program decision-making. Work with leadership to implement decisions.
  • Provides front desk coverage in coordination with Program Management when needed, occasional nights and weekend coverage.
  • Assist in managing schedules for 24/7 program operations.
  • Perform office management re: office supply inventories and ordering, equipment, inventory of office keys inventory for company vehicles, staff badges and door key as well as the overall organization of the office.
  • Provide a wide variety of skilled administrative support for the on-site Management team.
  • Act as a liaison between site and agency administrative team. Represent the program as needed internally and externally.
  • Support monthly receipts and billing processes for high-level staff and projects, providing budgetary support as needed.
  • Build and foster relationships with vendors, stakeholders and across organizational programs.
  • Assist Management with petty cash and submission of monthly expenditures report to the Fiscal Department.
  • Maintain clear records and communication with our Fiscal Department re: credit card reconciliation, petty cash and other fiscal processes.
  • Assist in planning, organizing, and training staff and participants in disaster preparedness, including keeping inventory of supplies and up to date documentation of procedures, etc.
  • Assist in planning and facilitating participant workshops, volunteer groups, holiday activities and events.
  • Assist staff with crisis management and participant issues as needed.
  • Other duties as assigned.

Qualifications, Skills and Abilities

  • Bachelor’s degree or experience working in a social service setting.
  • Spanish speaking preferred, efficient in reading and writing in Spanish.
  • Experience working in a residential setting and/or serving people experiencing homelessness preferred.
  • Previous experience in office management, project management- and administrative settings.
  • Positive, helpful, and professional attitude.
  • Excellent organizational skills and ability to self-motivate; able to address multiple priorities and meet deadlines with a positive attitude and problem-solving approach.
  • Excellent written and verbal communication skills; proficient in Microsoft Office (Word, PowerPoint, Outlook, Excel, etc.).
  • Essential functions of the position require use of a telephone, working at a standard computer terminal, and the ability to follow reasonable ergonomic recommendations, sit for long periods, stand, reach, bend, lift, and carry up to 40 pounds.
  • Criminal background check, fingerprint imaging, and tuberculosis (TB) clearance required post-offer.
  • Valid CADL and DMV report; able and willing to travel locally as needed required.

Benefits:

  • Health, Dental, Vision insurance
  • 403b
  • Tuition Reimbursement

Hamilton Families is proud to be an Equal Employment Opportunity employer. Equity, diversity, and inclusion are central to our organization. We actively seek and prioritize diversity in our teams. We welcome applications from people with a variety of backgrounds and ages, including people of color, candidates with lived experiences, candidates in the LGBTQ+ community, and candidates who identify personally at any part of the gender spectrum. Additionally, we are committed to working with and providing reasonable accommodations to individuals with disabilities.


We look forward to your application!