TIP Administrative Program Assistant Position
THP

Division: Center for Veterans Issues, Ltd.

Department: Bureau of Transitional Housing

Shift: 1st

Status: Full Time Non-Exempt

Reports to: Director of Bureau of Transitional Housing Programs

 

Job Purpose

The overall purpose of the Administrative Program Assistant in the Transition in Place (TIP) program is to provide administrative and programmatic support to the TIP program and the VP of Housing and Development. They are responsible for ensuring the TIP program’s effective and efficient operation and need extraordinary attention to detail.

Duties and Responsibilities

  1. Assist the VP with all aspects of the VP’s responsibilities as requested
  2. Assist in the planning and coordination of the weekly meetings and public events
  3. Log donations, prepare thank you letters, etc… in accordance with financial policies and procedures
  4. Assist in the coordination of other public events and public relations
  5. Draft correspondence and other documents including letters, memos, grants, etc. . . . 
  6. Manage office operations to include ordering supplies, maintain office equipment as well as process incoming and outgoing mail
  7. Maintain agency databases and perform entry/exits into the HMIS system
  8. Set up and maintain distribution lists in Outlook
  9. Create and maintain central office records and files to include contracts and related documents as well as archival material
  10. Maintain calendar and periodically set up meetings for Director
  11. Coordinate agenda for TIP Program staff meetings, prepare notes and assignments from meetings, and e-mail to participants
  12. Conduct preliminary client interviews in support of the TIP Case Managers
  13. Schedule, set up, and confirm appointments/meetings for participants
  14. Assist Case Managers & program staff with client follow up & data entry
  15. Perform all other duties as assigned by the Director, including those involving collaboration with other staff

Other Skills and Abilities

  • Three to five years of progressively responsible experience as a Human Services Administrative Assistant or Secretary
  • Excellent oral, written, and communication skills
  • High level of proficiency in Microsoft Office products
  • Excellent organizational skills
  • Excellent attention to detail in a multi-tasking, fast-paced environment
  • Ability to maintain confidentiality
  • Project coordination experience
  • Able to complete all projects in a timely manner
  • Upbeat, positive, outgoing, personable and able to relate well with diverse populations
  • Basic mathematical skills

Qualifications

  • Associates Degree or equivalent from a two-year college or technical school
  • Three to five years’ experience or training in Human Services administration
  • Able to pass a criminal background check as it relates to the position

Working Conditions

General group living environment. The working environment is generally favorable. Lighting and temperature are adequate and there are no hazardous or unpleasant conditions. Work is performed in a living environment with standard office equipment available. Travel will be less than 25% and is generally local.

Physical Requirements

Work is generally light to sedentary in nature and will require standing and walking for up to 50% of the time. There will occasionally be bending, lifting, and carrying of up to 10-15 pounds.

Direct Reports

There are no direct reports.

 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

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