Part-time Housing Services Administrative Assistant

Housing Services Administrative Assistant

The Housing Services Administrative Assistant provides administrative, scheduling, participant support, and program coordination services for the Senior Housing Services Department. The position supports Housing Clinic operations, Coordinated Entry processes, Housing Navigation, Transitional Housing, Outreach, and Tenancy Sustaining Services activities.

This position serves as the primary administrative support role for Housing Services and helps ensure efficient participant flow, accurate documentation, timely communication, and organized program operations.

Essential Duties and Responsibilities

• Support Housing Clinic preparation and logistics
• Coordinate participant communication regarding services and appointments
• Assist participants with digital membership applications
• Support Coordinated Entry assessments scheduling
• Monitor SHS Housing Navigation program referrals and waitlists
• Monitor assessment scheduling needs
• Answer phones and respond to participant inquiries
• Prepare administrative documents, resource materials, and flyers
• Maintain digital filing systems and records
• Support HMIS and Salesforce data entry activities
• Support quality assurance projects
• Assist with outreach event logistics
• Sort and distribute participant mail and support communication activities
• Assist with department workshops and group activities
• Support department events and special projects

Performance Expectations

• Participant communication completed timely
• Waitlists and participant tracking systems maintained
• Administrative support needs met effectively
• Documentation support completed accurately
• Data entry standards achieved
• Department operations supported efficiently

Minimum Qualifications

• High School Diploma or GED required
• Associate degree preferred
• Two years of administrative support experience
• Experience working in human services, healthcare, housing, or nonprofit settings preferred
• Strong organizational and communication skills
• Proficiency with Microsoft Office and database systems
• Valid California Driver's License

Preferred Qualifications

• Experience with HMIS, Salesforce, or similar systems
• Experience serving older adults or vulnerable populations
• Bilingual or multilingual skills

General Staff Expectations

• Promote a safe, respectful, and inclusive environment
• Support the mission and values of St. Mary's Center
• Maintain professionalism and confidentiality
• Follow agency policies and procedures

Physical Requirements

• Ability to sit, stand, walk, bend, and communicate effectively throughout the workday.
• Ability to occasionally lift and/or move up to 20 pounds.
• Ability to use computers, phones, tablets, and related technology for documentation and communication.

Equal Employment Opportunity

St. Mary's Center is an equal opportunity employer and is committed to an active Equal Employment Opportunity. We celebrate diversity and are committed to an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information or veteran status.

In compliance with the California Fair Chance Act, St. Mary's Center will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act.