PROGRAM ADMIN ASSISTANT

Job Description

Job Description

Job Title: Program Administrative Assistant Salary: 40K-45k

Position Type: Full Time Pay Schedule: Semi-monthly

Location: Houston, 77006 Reports To: Manager of Support Services

Department: Support Services Travel Percentage: 0-10%

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Description: As the Program Administrative Assistant, you will work closely with program managers and staff, providing essential administrative support to ensure the efficient delivery of services. Your responsibilities will encompass various clerical tasks, data management, client interactions, and overall program coordination.

Essential Responsibilities:

• Open and secure the building at designated times (8:00 am to 5:00 pm).
• Facilitate morning and afternoon resident meetings, addressing attendance, tasks, and announcements.
• Maintain the confidential file room, including filing clinical, case management, and vocational notes, opening new client files, and closing files for program exits within compliance time frames.
• Provide resources for the Life Learning Center's smooth operation and support to program areas as necessary.
• Track attendance records for vocational and clinical classes and groups.
• Assist clients with policy inquiries, access to forms, and computer-related questions.
• Manage all incoming calls, messages, and visitors, either personally or through supervised clients or volunteers at the front desk.
• Monitor resident activities and task compliance by physically observing completion.
• Create and maintain a program calendar, including events, classes, workshops, meetings, and certificates for Awards Banquets.
• Handle copy requests from clients and volunteers.
• Plan and manage Fire Drills, including scheduling and staff training.
• Assist the Vocational Training Coordinator with client supervision and training at the Front Office Desk.
• Prepare for new client arrivals, conduct initial orientations, and manage mail folders.
• Assist in planning and implementing quarterly Graduation Banquets.
• Serve as the primary contact for volunteers, staff, vendors, and clients.
• Monitor and order supplies with approval from the Chief Program Officer.
• Maintain supplies of regularly used forms for residents.
• Keep records such as the Morning Meeting Book, safety manuals, and office equipment files.
• Participate in the Safety committee, ensuring compliance with Fire Drill requirements.
• Attend weekly administrative meetings and relevant trainings.
• Be available to work at all program locations as needed and available.

• Assist with daily program operations, including support of the Fresh Air Break (FAB) schedule, coordination of transportation needs, and general participant support while on site.

Support to Clients:

• In addition to the support that clients receive through the daily/weekly and on-going tasks, this position will also support the clients by being available to them to answer questions, remind them of obligations and provide them with supplies that are appropriate for their needs at whatever stage of the program they are in.
• The Program Administrative Assistant does not offer advice or counsel to clients but redirects them to their case counselors when they come to her with complaints. Promotes consistency by upholding and supporting all policies and rules developed by the staff.

Support to Volunteers:

• Serves as the main point of contact for volunteers in the Life Learning Center, ensuring they are informed of any class schedule changes and have the materials and support needed for their sessions.
• Maintains up-to-date volunteer sign-in sheets and collaborates with the Volunteer Coordinator to accurately track and report volunteer hours.
• Provides a welcoming environment by greeting volunteers and guests upon arrival and ensuring classrooms and clients are prepared before sessions begin.
• Assists with client intake processes, including greeting and directing clients, responding to inquiries, and supporting procedures to ensure a smooth and positive experience for all participants.

Support to Chief Program Officer:

• Provide general administrative support to Chief Program officer.
• Schedule meetings and assist with other calendar needs.
• Send email and mail correspondence as requested by Chief Program Officer
• Assist with power point presentations, flyers, excel spreadsheet and other computer-based projects.
• Other duties and special projects as assigned by the Chief Program Officer.

Qualifications:
• Associate Degree (preferred) or High School Diploma with equivalent experience
• Minimum of four years of administrative experience
• Strong verbal and written communication skills
• Proficient computer skills, including Microsoft Office (Word, Excel, PowerPoint, Publisher, and Outlook)
• Experience entering data into complex databases (e.g., CMBHS)
• Highly organized with the ability to prioritize and manage multiple work demands
• Strong attention to detail
• Experience in training and coaching others
• Ability to maintain confidentiality and professional boundaries
• Commitment to a client-centered, strength-based approach
• Experience working in mental health and/or substance use settings

Reasonable Accommodation Notice:
We are committed to providing equal access to all applicants. If you require a reasonable accommodation to apply for a position or participate in the interview process, please contact View email address on ziprecruiter.com.

Benefits:

We offer a comprehensive benefits package that includes:

• Healthcare: Choose from three medical plans, one of which is 100% employer paid. Our plans provide comprehensive coverage to ensure your well-being.
• Retirement: We provide a 401(k) plan with a 4% company match, helping you secure your financial future.
• Paid Time Off: Enjoy 20 days of paid time off (PTO), plus 11 holidays and 2 floating holiday for flexibility in your time management.
• Wellness Programs : Initiatives to support your physical and mental well-being, ensuring a healthy work-life balance.
• Long Term Disability : We offer 100% employer-paid Long Term Disability coverage, providing financial protection in case of extended absence due to illness or injury.
• Life Insurance : Benefit from a 100% employer-paid life insurance option, ensuring the security of your loved ones.

Professional Development:

At the Women's Home, we are committed to your professional growth and development. We provide ongoing training and learning opportunities to help you excel in your role and advance in your career. You'll have access to:

• On-the-job training and mentorship.
• Workshops and seminars related to your role.
• Opportunities to participate in industry specific conferences.
• Reimbursement of the cost of role-related organization memberships.

Imagine Your Impact…

• Making a Daily Difference: Picture yourself in a role where your work directly impacts the lives of women in need. Every task, every decision, contributes to positive change.
• A Culture of Dignity: Envision a workplace where dignity is not just a word, but a way of life. Here, you'll be respected and honored, and you'll extend that same respect to those we serve.
• Integrity in Action: See yourself upholding the highest ethical standards in all you do, knowing that your integrity is the foundation upon which our organization is built.
• Stewardship with Purpose: Imagine being part of a team that is not only responsible for resources but is driven by the purpose of creating a better future for our clients and our community.
• Holistic Growth: Envisage a career where you're not only growing professionally but also personally. We invest in your development, helping you reach your full potential.

Who We Are:

The Women's Home is a leading nonprofit organization dedicated to empowering women and building stronger communities. Since 1957, we have been providing vital support and services to women in need. Our mission is to build communities that strengthen women and support families as they reclaim their stability.

At the Women's Home, we are committed to fostering an inclusive and supportive work environment where every employee can thrive. We value diversity and believe that our differences make us stronger. Our team is passionate about our mission, and we work collaboratively to make a meaningful impact on the lives of the women we serve.

We believe in the power of every individual to make a difference. When you join our team, you become part of a community dedicated to building whole lives and empowering women to achieve their fullest potential.

Are you ready to imagine a brighter future with us?