Administrative Assistant

Position Summary: Under supervision the Administrative Assistant is responsible for assisting the CEO and senior leadership with managing administrative tasks as well as assigned special projects. This position may work occasional evenings as needed.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Reports data in ways that assist leadership in analyzing trends and performance; assists in data analysis. Help develop data management tools as needed.
• Generates Quality Management reports and maintains records.
• Performs administrative duties on behalf of the CEO including managing incoming/outgoing mail fielding calls schedule management supply orders credit card reconciliation travel arrangements and file maintenance.
• Serves as onsite liaison for various vendors copier security cameras IT etc.
• Orders office supplies for senior leadership.
• Generate reports for monthly managers meetings and maintains the meeting minutes.
• Maintains records of agency MOUS/letters of agreements and ensures current status.
• Performs notary services for Santa Maria Hostel.
• Maintains petty cash for Bonita House location.
• Assists with the development of proposals by reviewing basic grammar spelling and punctuation and gathering required support documents.
• Assist in the collation and ensures the order and inclusivity of all proposals.
• Assists with the preparation of monthly reports and agenda for Board meetings (coordinating the process for dissemination with the Governing Board Chair and the CEO).
• Maintains records of all Board meetings including the agenda minutes and attachments.
• Serves as liaison and support to the Board of Directors.
• Coordinates logistics for special events (i.e. client graduations community forums trainings).
• Serves as Santa Maria Hostels greeter for guests at the administrative offices.
• Assists with preparation of grant/foundation applications and quality management projects.

Qualifications: To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies: To perform the job successfully an individual should demonstrate the following:

Communications Expresses ideas and thoughts verbally. Expresses ideas and thoughts in written form. Exhibits good listening and comprehension. Keeps others adequately informed. Selects and uses appropriate communication methods.

Conflict Resolution Encourages open communications. Confronts difficult situations. Maintains objectivity. Keeps emotions under control. Uses negotiation skills to resolve conflict.

Customer Service Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Dependability Follows instructions responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Ethics Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Problem Solving Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Education/Experience:

Associates degree (A. A.) or equivalent in business administration communications or healthrelated field from twoyear college or technical school; or three years related administrative experience in a healthcare setting and/or training; or equivalent combination of education and experience. BA degree preferred. Demonstrated skills in data reporting and composition of written communication materials.

Language Ability:

Ability to read analyze and interpret common scientific and technical journals financial reports and legal documents. Ability to respond to common inquiries or complaints from customers regulatory agencies or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format.

Math Ability:

Ability to work with mathematical concepts such as probability and statistical inference and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions percentages ratios and proportions to practical situations.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written oral diagram or schedule form.

Computer Skills:

Demonstrated working knowledge at the advanced level in Microsoft Office Internet and webbased systems. Previous experience in creating media materials preferred.

Certificates and Licenses:

If driving on SMH business must have a valid Texas Drivers License and provide proof of current insurance. Certified by the State of Texas as a Notary public or completion of such within first six months of hire.

Supervisory Responsibilities:

Not applicable

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position the employee is regularly required to sit and use hands to finger handle and feel. The employee is frequently required to reach with hands and arms and talk or hear. The employee is occasionally required to stand climb or balance stoop kneel crouch or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision requirements include: close vision distance vision peripheral vision depth perception and ability to adjust focus.

About the Company:

Santa Maria Hostel is a leading nonprofit organization in Houston TX dedicated to providing substance abuse treatment and supportive services to women and their children. Our mission is to empower women in their journey to recovery and selfsufficiency.

Santa Maria Hostel is committed to providing equal employment opportunities to all employees and applicants for employment. We prohibit discrimination and harassment of any kind based on 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.

This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.