Administrative Assistant

ABOUT LIFEMOVES

LifeMoves is the largest and most effective provider of housing and services for neighbors experiencing homelessness in Silicon Valley since 1987. Our Mission is to end homelessness by providing interim housing supportive services and building collaborative partnerships. With 40 programs LifeMoves gives our neighbors experiencing homelessness a temporary place to call home while providing intensive customized case management through site-based programs and community outreach.

POSITION PURPOSE

SHIFT - Monday-Friday 7:30am-4:00pm

LifeMoves Opportunity Services Center (OSC) provides drop-in services for single adults including food clothing laundry/shower facilities and case management in Palo Alto.

The OSC Administrative Assistant plays an important role in keeping the program site safe welcoming and running smoothly. Reporting to the Program Director this position is the first to greet clients walking in and often the first to respond to client needs helping with both everyday requests and urgent situations. Additionally the position supports volunteers donors and community visitors making sure everyone feels respected and informed. Key responsibilities include keeping the site secure by monitoring access completing regular safety checks (rounds) and supporting daily tasks like welcoming ordering supplies organizing materials and assisting with office duties to keep daily activities running smoothly.

This role requires strong attention to the safety and emotional well-being of clients especially during times of stress or crisis. Staff use a calm and compassionate approach to help resolve problems and support stability. By creating a supportive environment this position helps clients feel safe and builds trust to work toward their goals including finding permanent housing.

ESSENTIAL JOB RESPONSIBILITIES

• Provide calm supportive crisis response and connect clients to appropriate resources as needed
• Support daily operations by responding to needs and questions from clients volunteers donors and visitors with radical hospitality professionalism and compassion.
• Monitor site safety through regular rounds and camera observation to ensure a clean safe and welcoming environment. Report maintenance or pest issues promptly and support pest control efforts by maintaining cleanliness and preparing spaces for treatment as needed.
• Manage facility meals supplies and donations ensuring proper inventory and maintaining organized storage.
• Support team collaboration by creating reports updating shift logs and participating in meetings.
• Maintain a high level of ethical conduct regarding confidentiality boundaries and professionalism while fostering a supportive environment for all.

General Agency Responsibilities

• Fully participate in all required trainings. This includes completing trainings by assigned deadlines actively engaging during sessions and applying what you learn to your daily work.
• Attend continuing education opportunities to grow expertise and uphold agency standards.
• Perform other duties as assigned to meet program and organizational needs.

QUALIFICATIONS

• Educational Requirements: High School Diploma or GED required; 2-3 years of consistent equivalent experience in related field may substitute for formal education. Related fields may include direct involvement in peer advocacy community outreach housing services or roles within the homelessness services field.
• Technology: Comfortable using basic technology including phone and messaging systems email Microsoft and Google Suites and databases to complete administrative tasks.

Service Level Qualifications:

• Care Respect Empathy: Willingness and ability to work with people from all backgrounds with care respect and empathy. Understands and is committed to learning and practing DEIB and relentless engagement by welcoming everyone with kindness dignity and respect.
• Emotional Regulation: Manages stress and emotions professionally remaining calm professional and supportive even under pressure; applies de-escalation techniques to support safety and positive outcomes.
• Documentation: Maintains clear unbiased and professional documentation and communication.
• Organization/Prioritization: Demonstrates strong organization attention to detail and initiative to ensure smooth operations and positive engagement with clients colleagues and partners.

• COMPETENCIES

• Job Knowledge: Understands job duties and performs tasks with accuracy.
• Commitment to Growth: Demonstrates a selfless commitment to others on the team including activity-based dependability self-improvement activities. Actively seeks opportunities to contribute at higher levels in service to LifeMoves and others on the team.
• Performance Improvement: Sets performance goals establishes the approach creates a learning environment.
• Time Management and Reliability: Manages workload effectively and meets deadlines.
• Proactive Collaboration: Actively seeks opportunities to partner with colleagues across teams and functions. Shares knowledge communicates openly and anticipates needs to support collective goals. Builds trust by contributing ideas offering assistance and ensuring alignment to achieve results together.

SUPERVISORY RESPONSIBILITIES

N/A

TRAVEL REQUIREMENTS

This role may include small amounts of travel to training and admin events

PHYSICAL DEMANDS

The physical demands described here represent those that an employee must meet to perform the essential functions of this position successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position the employee is regularly required to talk hear and communicate with others in the workplace. The employee must frequently use hands or fingers and handle or feel objects tools or controls. The employee must frequently stand walk sit and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities this position requires include close vision distance vision and the ability to adjust focus.

COMPENSATION AND BENEFITS

This rewarding role offers a competitive annual base salary and an opportunity to participate in the LifeMoves benefits package.

LifeMoves is an equal opportunity employer (EOE) committed to building a culturally diverse staff representing the communities we serve. We provide equal employment opportunities to all individuals without regard to age race color religion sex national origin political affiliation marital status physical or mental disability (non-disqualifying) sexual orientation membership or non-membership in an employee organization personal favoritism lived experiences or any other non-merit-based factor. Candidates who are bilingual/bi-cultural of color Native/Indigenous with disabilities who identify as LGBTQIA or who are members of other marginalized groups are strongly encouraged to apply. We aim to create and sustain inclusive equitable and welcoming environments where everyone can thrive.

This job description is not intended to be a complete list of all responsibilities duties or skills required for the job and is subject to review and change at any time with or without notice in accordance with the needs of LifeMoves. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job duties and responsibilities that may be inherent in a job reasonably required for its performance or required due to the changing nature of the job shall also be considered part of the job holders responsibility.

If you require a disability accommodation during the application process please contact the Human Resources Department at .