Umeya Administrative Assistant

Little Tokyo Service Center•Los Angeles, CA

2d•Onsite

About The Position

The Umeya Administrative Assistant will provide operational and administrative support two days per week to the Operations and Homeless Services teams during a defined temporary period for up to two months. This position will work closely with the Senior Operations Manager to carry out office management and operational responsibilities for the Umeya Office, and will also work closely with the Director of Homeless Services to assist with immediate administrative needs for the onsite Homeless Services team. In addition, the Umeya Administrative Assistant will apply their administrative experience to assess operational and programmatic administrative needs and will prepare a report for staffing recommendations. This position will focus on the deliverable of a staffing recommendation report, and will support teams by prioritizing routine administrative and operational support during scheduled work hours, with the goal of making meaningful contributions within a temporary, part-time capacity. Homeless Services Administrative Support (55%) Review weekly program snapshot reports and follow-up with Homeless Services team members for missing program submissions. Organize Homeless Services staff meetings and collaborate with the Director of Homeless Services to plan staff meetings and activities. Attend internal case conferencing meetings and act as the designated notetaker. Maintain and manage program supplies and received donation items, including organization and sorting, and purchasing of supplies. Assist with local transportation of program supplies and donation items between the Casa Heiwa Office and Umeya Office, as well as to-and-from partner organizations. Audit and organize physical files. Maintain confidentiality based on Homeless Services expectations for sensitive client information. Maintain and stock a resource table for residents and clients with program flyers and giveaway items. Assist with other administrative and operational tasks as deemed necessary and appropriate. Umeya Office Management & Operations Support (30%) Serve as liaison between the third-party onsite property management company and our Operations and onsite program teams for office/operational matters during work schedule. Contribute to a welcoming and respectful environment for colleagues, partners, clients and visitors, based in trauma-informed care. Assist clients with basic requests that do not involve Case Management, including but not limited to, printing forms, making copies, providing food, water, grocery bags, hygiene items, and other necessities. Maintain office supplies, including the purchasing and organization of supplies. Assist staff with room reservations for shared spaces by managing room Google calendars. Prepare spaces for internal and external meetings as needed, including equipment set-up. Identify office and operational challenges and work with the Operations Team to address them. Assist with general office management tasks, including but not limited to providing access to authorized visitors, receiving office deliveries, and space management. Contribute, as deemed necessary and appropriate, to other activities related to agency Operations. Reporting Deliverable (15%) Assess day-to-day office and programmatic operational and administrative needs during the temporary assignment period. Prepare a report for staffing recommendations based on your assessment and previous office operations and administrative experience. Other duties as may be assigned by your supervisor.

Requirements

At least one year of experience in an office management role, preferably in a nonprofit setting.
Demonstrated ability to handle confidential information.
Strong problem-solving skills and proactive mindset.
Community-centered approach to working with people, familiarity with trauma-informed approaches a plus.
Strong organizational skills and attention to detail.
Ability to prioritize tasks effectively.
Excellent verbal and written communication skills.
Experience working in a culturally diverse setting.
Proficiency with Google Workspace.
Equivalent education or experience can be substituted for all minimum qualifications, except when legal requirements, such as a license/certification/registration, are required.

Responsibilities

Review weekly program snapshot reports and follow-up with Homeless Services team members for missing program submissions.
Organize Homeless Services staff meetings and collaborate with the Director of Homeless Services to plan staff meetings and activities.
Attend internal case conferencing meetings and act as the designated notetaker.
Maintain and manage program supplies and received donation items, including organization and sorting, and purchasing of supplies.
Assist with local transportation of program supplies and donation items between the Casa Heiwa Office and Umeya Office, as well as to-and-from partner organizations.
Audit and organize physical files.
Maintain confidentiality based on Homeless Services expectations for sensitive client information.
Maintain and stock a resource table for residents and clients with program flyers and giveaway items.
Assist with other administrative and operational tasks as deemed necessary and appropriate.
Serve as liaison between the third-party onsite property management company and our Operations and onsite program teams for office/operational matters during work schedule.
Contribute to a welcoming and respectful environment for colleagues, partners, clients and visitors, based in trauma-informed care.
Assist clients with basic requests that do not involve Case Management, including but not limited to, printing forms, making copies, providing food, water, grocery bags, hygiene items, and other necessities.
Maintain office supplies, including the purchasing and organization of supplies.
Assist staff with room reservations for shared spaces by managing room Google calendars.
Prepare spaces for internal and external meetings as needed, including equipment set-up.
Identify office and operational challenges and work with the Operations Team to address them.
Assist with general office management tasks, including but not limited to providing access to authorized visitors, receiving office deliveries, and space management.
Contribute, as deemed necessary and appropriate, to other activities related to agency Operations.
Assess day-to-day office and programmatic operational and administrative needs during the temporary assignment period.
Prepare a report for staffing recommendations based on your assessment and previous office operations and administrative experience.
Other duties as may be assigned by your supervisor.