Area Administrative Assistant

Upbring•Alvin, TX

About The Position

At Upbring, our team is united by a shared mission: to break the cycle of child abuse and advance the wellbeing of children, families and communities, empowering them to thrive. As servant-leaders, we lead by example, working passionately to create a brighter future for those we serve. Every day, we strive to embody our core values: We are Warriors: Fierce, resilient, and courageous, we face challenges head-on with unwavering loyalty and passion. We are Servants: We dedicate ourselves to serving others, empowering those around us to thrive. We are Family: We work together as a supportive, caring community, creating a sense of belonging and strength. Joining Upbring means becoming part of a family of passionate individuals who are fearless in their pursuit of lasting change. Together, we are making a difference, one life at a time. Your Mission in Action The Area Administrative Assistant will provide essential administrative and clerical support to the Regional Directors. This position is primarily responsible for managing day-to-day administrative tasks efficiently and communicating effectively to ensure the efficient operation of the grant area. This includes supporting the Regional Director with preparing reports, maintaining accurate records, processing invoices, facility services and ensuring that program operations are meeting program goals, objectives, and learning outcomes. The individual in this role will also ensure compliance with organizational policies and procedures, contributing to the smooth and effective functioning of the organization's systems. This position is year-round and scheduled accordingly.

Requirements

High School diploma or GED equivalent
One(1)-year previous administrative assistant experience

Nice To Haves

Two (2) years of previous administrative experience, preferably in an education environment
Bilingual (English and Spanish) with the ability to fluently converse and write in Spanish (based on student population and service area), highly preferred
CPR/First Aid Certification

Responsibilities

Perform tasks within established deadlines and with the greatest accuracy possible while maintaining confidentiality in all aspects of job duties
Order and distribute supplies; this includes obtaining quotes, requesting POR (purchase order request), PO (purchase orders), submitting orders, ensuring orders are delivered to correct location; communicate with vendors and internal department as needed
Assist and maintain capital assets and equipment inventory in the authorized data management platform; manage asset tags for prospective grant area
Manage calendars, schedule meetings, coordinate travel arrangements, and handle correspondence for Regional Director as needed
Complete data entry and ensure the organization's databases stay accurate, up-to-date and organized
Maintain physical and digital records and files to meet department and facility needs and compliance with regulatory requirements
Track and process all Head Start financial related invoices; code Head Start expenses; follow up with vendors or Regional Director as needed
Coordinate facility services in the case of facility, maintenance, or technological issues in compliance with organization policy and procedure; review prevailing wage documentation to ensure compliance with the Davis Bacon Act for any construction project over $2,000
Operate various software, including Microsoft 365, spreadsheets, databases, and presentation software
Provide general administrative support as directed by the Regional Director including preparation of reports upon request; preparing materials for meetings and events; recording meeting minutes; answering phones and routing calls or taking messages; scanning, faxing, copying, and printing; distribute mail, process outgoing mail, and arrange for courier services as needed
Assist in the preparation of monthly Policy Council meetings and upload documentation in compliance with organization policy and procedure
Other duties and projects as assigned