Operations Administrative Support Specialist

Job Details

Job Location
Haven for Hope of Bexar County - San Antonio, TX

Salary Range
$53303.00 - $79955.00 Salary

Travel Percentage
Driving Role

Description

SUMMARY

The Operations Administrative Support Specialist at Haven for Hope will provide complex program and administrative support to the Vice President of Operations, and the Operations Departments, and works closely with the Life Safety Department in evaluating, observing, maintaining, and monitoring monthly/quarterly checklists, inventories, and compliance concerns. This role will be responsible for assisting in the management and coordination of administrative/project tasks and deliverables across all Operational teams and programs; coordinating regular reports and timelines; and providing administrative support.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Life Safety Functions:

• Manages multiple inventories and checklists to remain in compliance.
• Conducts routine audits of the Haven campus to ensure signage and safety protocols meet compliance and policy standards.
• Attend regular Department meetings across the organization to promote safety initiatives and share best practices.
• Conducting safety walkthroughs and inspections to ensure compliance of safety regulations and standards.
• Support the maintenance of compliance for State-mandated files.
• Organize and schedule training sessions for security personnel, ensuring all training materials are prepared and distributed.
• Manage inventory of security equipment and supplies, including tracking usage, ordering, and maintaining stock levels.
• Collaborate with team members to support ongoing projects and initiatives within the security department.

Administrative functions:

• Manage multiple work streams simultaneously with successful outcomes.
• Work with Operational Leaders to draft and update policies and procedures.
• Assist Operational Leaders with monitoring staff productivity and timeliness via HMIS and Core systems.
• Maintain and update information on multiple databases.
• Maintain calendars to include coordinating appointments, sending reminders etc.
• Develop and maintain filing system (electronic & hard copy).
• Review documents for accuracy and edits as needed.
• Prepare correspondence (letters, reports, memo's, meeting minutes, etc.).
• Other duties as assigned.

Qualifications

EXPERIENCE/EDUCATION

• Minimum of two (2) years in administrative type position(s)
• Minimum High School Diploma or GED. Preferred Bachelor's degree in a Human/Social Services, Psychology, Social Work, or related field
• Prefer experience in providing administrative support to multiple managers/departments
• Prefer successful completion of training and experience in time management, MS computer programs and general administrative courses

KNOWLEDGE/SKILLS/ABILITIES

• Excellent organizational and time management skills
• Excellent verbal and written skills, including editing and proof-reading skills
• Ability to communicate effectively with all teams, leaders, CEO, guests, visitors, Board of Directors and clients
• Ability to work independently as well as collaboratively
• Proficiency with Outlook, MS Word, and Excel; ability to learn new systems
• Excellent customer service skills, in person and via telephone
• Knowledge of the principles and practices of general office management
• Ability to utilize standard office equipment (photocopier, fax machine, postage machine)
• Ability to maintain confidentiality

MANAGERIAL RESPONSIBILITIES

• None

CERTIFICATES, LICENSES, REGISTRATIONS

Would need a valid Texas Driver's License, a good driving record, reliable transportation and proper insurance coverage on an automobile used for work. Monthly reimbursement for applicable and documented work-related expenditure is provided. Travel within the city and its surrounding areas may be required (if applicable).

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 accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

This position will require normal walking and ambulatory requirements to navigate Haven's 22-acre campus and the many buildings in which our clients live and/or receive services. This position will require the ability to stand or walk for eight or more hours per day, occasionally lift and/or move up to 25 pounds, and perform normal data entry, computer, and office tasks.

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. The noise level in the work environment is usually moderate

BENEFITS

• Fully paid base employee medical coverage
• Fully paid short- and long-term disability coverage
• Fully paid base life insurance coverage
• Optional spouse, child, or family medical coverage
• Optional dental and vision coverage
• 403b Retirement Plan with 6% company match
• Up to 25 paid days off per year in the first year (PTO eligibility increases as tenure rises)
• 13 company holidays