REPORTS TO: COO
EMPLOYMENT STATUS: Benefits include full medical/dental, training opportunities, and vacation time.
ESSENTIAL JOB FUNCTIONS: The Office Administrator will be largely responsible for the ongoing program needs and in office needs of the organizations. (S)he will be responsible for maintaining office administrative needs, including but not limited to tech request, conference room scheduling, data entry, new staff on-boarding, and so forth with the support of the COO. Additionally, the Office Administrator will be expected to be present during all drop-in programs to assist in maintaining safety and emotional support (security training may be provided).
- Staff Meetings: reserve space, send email reminders, and follow up with minutes
- Manage the office-wide PHC office calendar, including birthdays, vacations, etc.
- Answer and check general office phone line, direct messages to appropriate staff
- Maintain office files and archives
- Tracking inventory of office supplies and ordering when needed
- Maintain cleanliness of office, including staff lounge and kitchen and shared areas
- Support staff in projects, such as mailings, data entry, filing, and so forth
- Respond to door inquiries, including drop in participants, vendors, and mail
- Coordinate office cleaning and facilities repairs, IT-related issues, and potential office expansion with the building’s real estate office development
- Support in Participant Mail
- Will be expected to undergo Safety and Security training to maintain front of house safety, must be comfortable in de-escalation situations.
- Prepare reimbursement requests
- Complete all office purchase requisitions, check requests, etc.
- Assist with the administration of HR processes & On-boarding new staff processes
- Conduct quarterly staff safety trainings
- Support COO in developing and enforcing office policies and procedures
- Assist with event set-up and teardown, and other event-related logistics
- Support CEO & COO as needed
- Perform other duties as assigned and expected of all staff
MINIMUM EDUCATION QUALIFICATION
High School Degree/Diploma preferred. An equivalent combination of relevant experience and/or training may be substituted for education.
KNOWLEDGE, SKILLS, AND ABILITIES
- At least 6 months of professional work experience, preferably in a nonprofit.
- Organized, detail-oriented, and problem-solving skills
- Ability to adapt to a fast-moving, time-sensitive work environment
- Ability to multi-task and manage directives from multiple staff members
- Excellent interpersonal skills and ability to communicate with visitors/callers and staff with patience, courtesy and tact
- Excellent written communication skills
- Familiarity with basic office software (Word, Excel, Outlook, etc.) and office equipment (copy machines, phone systems, etc.)
- This position requires the ability to sit and/or stand for long periods of time.
- Must be able to lift approximately 35 pounds and ability to travel to shelters, events, and other sites.
- Must have valid Drivers’ License
- Security Training Preferred (or willingness to complete weekend training on security and safety)
Project Homeless Connect is an equal employment opportunity employer and all qualified applicants are encouraged to apply. We do not discriminate against applicants on the basis of race, color, national origin, ancestry, sex, sexual orientation, gender identity or expression, religion, age, pregnancy, disability, work-related injury, covered veteran status, political ideology, genetic information, marital status, or any other factor that the law protects from employment discrimination.
Please submit an application with your resume and cover letter to Carla.Praglin@sfdph.org by November 9th and please note in the Cover Letter if applying for Part time or Full Time.