Administrative Assistant

Job Description

Job Description

Position Title: Administrative Assistant

Location: Bend, Oregon - In Person

Status: Part-Time, Non-Exempt

Schedule: 5-10 hours per week

Anticipated Duration: Through January 2027, based on organizational needs

At Shepherd’s House Ministries, we believe in meeting people exactly where they are—with compassion, dignity, and grace. We offer food for the hungry, shelter for the homeless, and supportive programs for individuals facing life-controlling challenges. Our mission is to break cycles of pain by healing hearts and transforming lives.

We create grace-filled environments where every person is welcomed, valued, and encouraged to pursue meaningful life change at their own pace. Through supportive services, innovative programs, and a deeply caring team, we walk alongside each individual on their journey—reflecting the transformative love of God in all we do.

This position has a BFOQ to be faith aligned. 

We are seeking a passionate and mission-driven Administrative Assistant to help expand the impact of Shepherd’s House Ministries across all sites and advance this life-changing work.

The Development Administrative Assistant is accountable for providing high-level administrative, operational, and relational support that advances Shepherd’s House Ministries’ fundraising and engagement efforts. This role ensures accurate donor data, timely and meaningful donor communication, and effective coordination of development activities, events, and outreach initiatives, enabling the team to execute strategy and strengthen relationships with donors, churches, and community partners. Through strong organization, attention to detail, and proactive follow-through, this position supports operational excellence while embodying Christ-centered values, maintaining confidentiality and compliance, and contributing to a collaborative, service-oriented culture.

Strategic Work Expectations:

1. Shall strive for and embody honesty, compassion, forgiveness, mercy, gentleness, hospitality of spirit, and the deep love of Jesus in word and deed, leading with humility, compassion, and self-awareness.
2. Will work towards having a teachable spirit and a willingness to learn.
3. Collaborate in partnership with leadership, advisors and coworkers to contribute to and carry out the Development team’s strategy and goals.

Technical Work Expectations:

1. Provide administrative and operational support to the Development team, including preparing correspondence, organizing information, and coordinating donor communications.
2. Maintain and update donor and constituent records within the Customer Relationship Management (CRM) system, including relationships, engagement history, appeal interactions, and e-newsletter activity.
3. Review and audit existing CRM profiles to identify missing or incomplete information, improve data accuracy, and maintain organized donor records.
4. Support donor stewardship efforts through acknowledgments, thank-you communications, engagement tracking, and timely follow-up.
5. Coordinate follow-up communications with media outlets for fourth-quarter (Q4) fundraising and outreach initiatives, including scheduling public service announcements (PSAs), media placements, and interviews in collaboration with designated Development leadership.
6. Identify, coordinate, and schedule social media advertising opportunities across approved platforms to support Q4 fundraising campaigns and community engagement efforts.
7. Assist with coordinating year-end fundraising appeals, donor communications, e-newsletters, and other Development campaigns.
8. Manage calendars, schedule donor meetings, tours, and engagement activities, and coordinate related logistics.
9. Prepare reports, spreadsheets, outreach materials, and other administrative resources to support Development initiatives and campaign tracking.
10. Provide general administrative support, including managing communications, shared inboxes, phone calls, document preparation, filing, and special projects as assigned.

Position-Specific Standards:

1. Compliance with SHM’s Employee Handbook and organizational policies.
2. Attends all -staff meetings and trainings

Qualifications:

Education & Experience:

1. Associate’s or Bachelor’s degree in Business Administration, Communications, Nonprofit Management, or related field preferred (experience may substitute).
2. 3 - 5+ years of executive administrative support experience required.
3. Experience supporting C-suite or senior executives strongly preferred.
4. Experience in nonprofit, ministry, healthcare, housing, or human services environments preferred.

Spiritual & Professional Qualities:

1. Ability to remain flexible and adapt well.
2. Work well in a team environment and be able to accept input as well as supervisory guidance.
3. Able and willing to interact with shelter guests in a compassionate and respectful manner.
4. Knowledgeable and empathetic to the needs of the poor and suffering.
5. Able to maintain a positive, professional, Christ-like manner with all donors, staff, guests, and volunteers.

Working Conditions:

1. Work will predominantly require individuals to work in a typical office environment.
2. May occasionally need to work outdoors and after hours for meetings or other fundraising events

Physical Requirements: 

1. Ability to sit for extended periods while performing administrative and computer-based tasks
2. Ability to stand and walk for moderate periods during orientations, trainings, volunteer activities, and community events
3. Ability to communicate clearly and effectively in person, by phone, and electronically with individuals and groups
4. Ability to travel between multiple sites in Bend, Redmond, and other Central Oregon locations, as well as attend offsite meetings and events
5. Ability to occasionally lift, carry, push, or pull materials and supplies weighing up to 35 pounds
6. Ability to operate standard office equipment, including computers, phones, printers, and digital check-in systems
7. Visual and auditory ability sufficient to read written materials, review digital information, and participate in meetings and trainings
8. Manual dexterity, sufficient to handle paperwork, materials, and technology tools

In accordance with the Americans with Disabilities Act (ADA), we will provide reasonable accommodations to qualified individuals with disabilities. To request an accommodation, please contact a member of the People Team. 

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Shepherd’s House Ministries provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Shepherd’s House Ministries is formed and filed as 501c3, as such there are certain positions under ministry privately funded programs that require faith alignment as a BFOQ.