Administrative Assistant (Part-Time)- Guadalupe Community Center

Archdiocese of San Antonio•San Antonio, TX

About The Position

The Administrative Assistant provides coordination and administrative support for the Guadalupe Community Center, including data entry, responding to referral inquiries, filing, purchasing, and inventory. The role assists with scheduling and preparing program group sessions and conducting outreach as requested by program supervisors. The employee must complete assigned trainings and follow-up trainings to maintain compliance, and may represent the program and Catholic Charities in the community. The position supports the Parents as Teachers program by organizing donations and assembling supplies, incentives, and educational materials for Home Visitors. It also helps maintain office and material-assistance inventory, track expenses, and keep program data and community-resource information current. The employee is expected to protect confidential information, follow safety protocols and organizational policies, work collaboratively, and serve people with sensitivity to their cultural and socioeconomic backgrounds. This is a part-time position, scheduled Monday through Friday from 8:30 a.m. to 5:00 p.m., for up to 29 hours. The role requires 10% local travel and minimal out-of-town travel. Compensation is $17.50 per hour.

Requirements

Must be at least 21 years old.
High school diploma or GED required.
At least 2 years of experience in office administration, program support, education, case management, data entry, or an equivalent combination of training and experience.
Extensive 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 varied cultural backgrounds.
Ability to build strong relationships and collaborate on a team, while also working 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 based on changing factors.
Detail-oriented, organized, self-motivated, and able to work independently and as part of a team.
Good written and verbal communication skills.
Good critical-thinking and problem-solving skills.
Reliable transportation, a valid driver’s license, a clean driving record, and valid vehicle liability insurance.
Able to travel 10% locally and minimally out of town.

Nice To Haves

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

Responsibilities

Complete computerized data entry and use word-processing, spreadsheet, and file-maintenance programs to enter, store, retrieve, and summarize information for standardized reports.
Assist with processing and tracking client referrals, including email referrals, screening calls, and outcome tracking.
Run reports in selected data systems to verify data entry and complete updates or 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 as an active member of Parents as Teachers.
Report activities, trainings, and special client concerns to Program Supervisors and other staff during required meetings and reflective supervision.
Maintain inventory of office supplies and material-assistance items; collaborate with the Director on spending plans for supplies and materials.
Follow ethical guidelines when purchasing, completing invoices, and processing payment authorizations.
Enter and track spending and transactions in agency-mandated online systems and file expenses monthly 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.
Cultivate positive relationships with funding entities, faith-based organizations, donors, social-service and medical providers, and other community resources.
Identify, compile, and maintain a system for tracking community resources; seek new and updated resources and program-related topics.
Ensure marketing materials are available and up to date.
Complete required professional development and assigned trainings in a timely manner.
Follow daily safety training and protocols and take precautions to protect the safety and well-being of self and others.
Protect confidential information, including client, donor, investigation, and financial information.
Adhere to the Code of Conduct and Faith and Moral Policy and take a solution-oriented, collaborative approach in support of the organization’s mission and vision.
Perform other duties as assigned by the Program Director.