Administrative Assistant (Part-Time)- Guadalupe Community Center

Catholic Charities•San Antonio, TX

About The Position

The Administrative Assistant provides coordination and administrative support to the Guadalupe Community Center program. Duties include data entry, responding to referral inquiries, filing, purchasing, inventory management, and assisting with scheduling and preparing group sessions and outreach as required by program supervisors. The role supports Parents as Teachers by organizing donations and assembling supplies and educational materials for Home Visitors. It also involves processing and tracking client referrals, maintaining records and reports, tracking expenses, and supporting community outreach and resource development. The employee must complete required trainings, follow safety and confidentiality protocols, and comply with the organization’s Code of Conduct and Faith and Moral Policy. The position requires sensitivity to the cultural and socioeconomic characteristics of the service population and a collaborative, solution-oriented approach. The work schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., for up to 29 hours per week. Travel includes 10% local travel and minimal out-of-town travel.

Requirements

Must be at least 21 years old.
High school diploma or GED required.
Minimum of 2 years of experience in office administration, program support, education, case management, data entry, or equivalent training and experience.
Reliable transportation.
Valid driver's license, clean driving record, and valid vehicle liability insurance.
Working knowledge of community resources and social services.
Proficiency with a personal computer, email, internet, and software including Microsoft Office 365.
Ability to work sensitively with people from diverse backgrounds and build strong relationships.
Ability to work collaboratively as part of a team and independently and proactively to meet deadlines.
Ability to maintain appropriate ethical boundaries and professional relationships.
Flexibility and adaptability, including the ability to schedule and reschedule activities as circumstances change.
Detail-oriented, organized, self-motivated, and able to work independently and on a team.
Good written and verbal communication skills.
Strong critical-thinking and problem-solving skills.
Ability to protect confidential information and follow safety protocols.

Nice To Haves

Associate degree in a business-related field, community health, or child development.
Experience with database systems.

Responsibilities

Enter, store, retrieve, and summarize information using computerized data-entry equipment, word-processing and spreadsheet programs, and file-maintenance systems.
Process and track client referrals through email, referral screening calls, and outcome tracking.
Run reports in selected data systems, verify data entry, and complete updates and edits before month-end as directed by the Director or funder.
Sort and organize donations and assemble supplies, incentives, and educational materials for Home Visitors.
Report on activities, trainings, and special client concerns during staff meetings and reflective supervision.
Maintain inventories of office supplies and material-assistance items and collaborate with the Director on spending plans.
Follow ethical guidelines when purchasing, completing invoices, and processing payment authorizations.
Enter and track spending and transactions in agency-mandated online systems and file monthly expenses in collaboration with the Director.
Ensure forms, materials, and supplies are ordered or purchased in a timely manner.
Participate in community outreach, including distributing program information, attending meetings, and providing in-services.
Build positive relationships with funding entities, faith-based organizations, donors, social service and medical providers, and other community resources.
Maintain and update a system for tracking community resources; identify new and updated community resources and program-related topics.
Ensure marketing materials are available and current.
Complete required professional development and other assigned trainings in a timely manner.
Follow safety training and protocols and take precautions to protect the safety and well-being of self and others.
Protect the confidentiality of client, donor, organizational, investigative, and financial information.
Adhere to the Code of Conduct and Faith and Moral Policy and promote collaboration and commitment to the organization's mission and vision.
Perform other duties as assigned by the Program Director.