Administrative Specialist

Safe Haven Family Shelter • Nashville, TN

10d

About The Position

POSITION SUMMARY: Create a welcoming, trauma-informed reception environment for everyone coming through Safe Haven’s front doors. Support families who come to Safe Haven seeking services by informing them of appropriate resources. Provide support with administrative tasks such as calendar management, inventory, and mail/deliveries. Requires ability to take initiative and multi-task, with an excellent attention to detail, and a strong customer service orientation.

Requirements

• Must meet Safe Haven's core values: strive for excellence, serve with compassion, never stop learning, embrace inclusion, cultivate collaboration, communicate with integrity
• At least 2 years’ administrative experience in any of the following areas: office management, project management, event planning, or related experience
• Must be a notary or have ability to become a notary (agency will cover costs of registration to become a notary)
• Excellent organizational skills
• Strong computer skills required, including Microsoft Suite
• Current driver license and clean record required
• High school diploma or equivalent required

Nice To Haves

• Proficiency in online database software such as Salesforce preferred

Responsibilities

• Greet visiting upstairs and downstairs guests and vendors, directing them to the appropriate party and offering referral information
• Oversee the conference master schedule of meetings both in Outlook and on the physical calendar
• Monitor agency calendars and coordinate agency-wide meeting scheduling
• Maintain the conference room for meetings: configure tables and chairs; prepare/troubleshoot AV equipment; set up/clear food
• Maintain staff and board email distribution list; maintain agency-wide inboxes
• Provide administrative support to the Executive Leadership Team as needed
• Prepare meeting agendas and packets for Board and Executive Committee meetings
• Keep downstairs areas organized and stocked (including conference room, lobby, restrooms, break room, and supply areas)
• Direct phone calls and voicemails to relevant parties; provide callers with accurate and appropriate information including referrals to appropriate community resources
• Greet walk-in clients and refer them to appropriate resources
• Sort/distribute physical mail; maintain Return to Sender spreadsheet
• Train and coordinate volunteers on front desk/customer service policies and procedures
• Generate and dispatch landlord exit letters and rent reasonableness comparisons to support the Housing Team
• Serve as notary for staff and clients (agency will cover costs of registration to become a notary)
• Order office supplies as needed
• Provide basic A/V support to staff
• Administrative/clerical work as requested
• Other duties as assigned

Benefits

• Medical, dental and vision insurance (eligible on the 1 st day of employment) (employer pays employee portion)
• Life insurance (employer paid)
• Short- and long-term disability insurance (employer paid)
• 14 paid holiday days per year
• 18 PTO days accrued annually (pro-rated by hire date in first year)
• Counseling services

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED