Administrative Assistant - Fugett Intergenerational Center

Catholic Charities of Baltimore•Baltimore, MD

91d

About The Position

Catholic Charities of Baltimore is seeking an Administrative Assistant for the Fugett Intergenerational Center. The role facilitates the efficient operation of the assigned area by performing clerical and administrative tasks. The Intergenerational Center brings together programs and opportunities for people of all ages and families in one facility, including Head Start education, community gathering spaces, recreation, workforce development, health and behavioral health services, substance abuse services, and playgrounds. Its programs are designed to foster engagement and learning across generations. The position requires a flexible rotating schedule across Monday through Sunday, with early, mid, and late shifts: 7:00 a.m.–3:30 p.m., 9:00 a.m.–5:00 p.m., or 11:00 a.m.–7:00 p.m. The listed pay rate is $18.00 per hour.

Requirements

High school diploma or GED.
Four years of experience in an administrative role; an equivalent combination of education and experience may be considered.
Excellent verbal and written communication skills.
Strong relational and customer service skills.
Excellent organizational skills and meticulous attention to detail.
Foundational understanding of clerical procedures and systems, including Outlook calendars, email, and recordkeeping.
Ability to work independently with minimal direction or supervision.
Discretion, tact, and professionalism, with the ability to maintain confidentiality and integrity.
Proficiency using computer systems and software, including a basic Windows PC, web browsing, and Microsoft Outlook.
Ability to remain stationary, including standing or sitting for extended periods as required.
Ability to adjust or move objects weighing up to 20 pounds in all directions.

Nice To Haves

Knowledge of Microsoft Office applications such as Word, Excel, PowerPoint, Teams, and OneDrive.

Responsibilities

Answer and transfer phone calls, screening them when necessary and directing them appropriately and efficiently.
Welcome and direct visitors, volunteers, and clients while providing a positive, professional experience and maintaining security and confidentiality as needed.
Maintain assigned filing systems so records are organized, current, and accessible.
Retrieve information from records, email, minutes, and related documents; prepare written summaries of data or statistics when needed; and ensure accurate, timely delivery.
Monitor and resolve administrative inquiries, providing accurate responses within a reasonable timeframe.
Coordinate and schedule travel, meetings, and appointments for managers or supervisors, including confirmations and logistics.
Prepare meeting schedules and agendas, inform participants, and ensure necessary materials are available.
Schedule, coordinate, and track required training for managers and their staff, verifying compliance with deadlines and documentation requirements.
Record and distribute meeting minutes and other records accurately and on time.
Maintain office supplies and coordinate office equipment maintenance.
Track expenses and petty cash; prepare and process invoices, check requests, field expense vouchers, and related items in compliance with budget and reporting requirements.
Plan and implement special events, managing details and ensuring events are completed successfully, on time, and within budget.
Perform other duties as assigned.
Assist clients with registration and check-in for building activities through the CommunityPass portal, maintaining accurate records and supporting smooth participation.
Manage the building calendar and space reservations, ensuring efficient use of community and meeting rooms and secure access through key card oversight.
Promote building events and services to increase community engagement and awareness of available resources.
Manage partner requests to post event flyers and materials in shared building spaces, ensuring communications are organized, appropriate, and visible.