Office Administrative Assistant

Job Description

Job Description

Administrative Assistant

Reports To: Executive Director
Status: Part-Time (Up to 20 hours/week), Non-Exempt

Position Overview

The Administrative Assistant supports the Executive Director and staff of The Haven by providing essential administrative, client, and volunteer coordination. This position ensures that day-to-day operations of the shelter and office run smoothly, while assisting with donor engagement, data entry, and community outreach.

Qualifications

• Associate or Bachelor’s degree preferred and/or 2+ years’ experience in social services, office administration, or related field
• Knowledge of issues related to homelessness preferred
• Excellent written and oral communication skills
• Computer proficiency (Microsoft Office, cloud-based systems, database entry, CRM)
• Strong organizational skills and attention to detail
• Ability to multi-task and prioritize in a fast-paced environment with deadlines
• Creativity and friendliness
• Ability to work independently and as a team member
• Ability to take direction and respond professionally to phone, email, and in-person requests

Compensation & Benefits

• Pay: Base starting at $18.10/hr, depending on education and experience
• Hours: Up to 20 hours per week, based on the needs of the shelter and staff
• Benefits:
• • Health insurance stipend of up to $55/month
  • PTO after one year: 2 weeks’ vacation, 3 or more years 3 weeks
  • Paid holidays: New Year’s Day, Memorial Day, July 4th, Labor Day, Thanksgiving, Christmas Day

Key Responsibilities

Shelter & Office Operations

• Greet visitors, answer phones, and respond to service calls
• Screen potential new guests, schedule intakes, and conduct emergency intakes as needed
• Maintain accurate and confidential client files
• Support HMIS data entry and ensure basic data quality standards
• Collect and distribute mail
• Track supply usage, order supplies, and alert Director/Treasurer to unusual spending patterns
• Maintain administrative, volunteer, and staff calendars
• Record and distribute staff meeting minutes; attend Board meetings as requested
• Schedule classes and coordinate outside services for guests

Volunteer & Donor Coordination

• Recruit, orient, and schedule volunteers for shelter operations
• Enter donations into donor management system; prepare acknowledgements
• Lead tours and orientations for donors, funders, volunteers, and the public

Administrative Support to Director

• Maintain cloud-based files for receipts and financial records
• Support reconciliation records and ensure Director is aware of outstanding bills
• Assist in design of flyers, thank-you letters, and other materials for events and fundraising
• Represent The Haven at community meetings and events aligned with the mission
• Administer ESG funds, submit requisitions, and maintain files
• Serve as HMIS administrator reporting to NCCEH to ensure data is accurate
• Represent The Haven at fundraisers, speaking engagements, meetings or other activities deemed necessary to support the mission
• Schedule meetings, appointments for Director

Performance Review

The Administrative Assistant reports to the Executive Director. An annual review will be conducted by the Director in consultation with the Operations and Staffing Committee.

The Haven is dedicated to bridging the gap between homelessness and permanent housing by providing safe shelter and transitional housing, along with essential resources for individuals and families in need.

Company Description

The Haven is dedicated to bridging the gap between homelessness and permanent housing by providing safe shelter and transitional housing, along with essential resources for individuals and families in need.