Admin Assist - Housing MGT

Volunteers of America Texas; Austin (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

Volunteers of America Texas seeks an experienced administrative assistant to support the VP of Housing Development. You will draft correspondence, prepare agendas, manage files, and coordinate meetings with internal programs and external contacts.

Responsibilities include monitoring renewals, travel planning, expense reports, minutes, and maintaining records in NAVEX. The role requires meticulous organization, confidentiality, and the ability to work with senior leaders in a dynamic nonprofit

Qualifications

• Bachelor's Degree in business or related field plus two years as an administrative assistant OR equivalent education/experience with three years in an administrative assistant position.
• Experience supporting senior executives in a corporate environment is preferred.

Responsibilities

• Provide administrative support for the VP of Housing Development, including drafting correspondence and agendas.
• Schedule appointments and teleconferences with VOATX programs or external contacts.
• Prepare travel schedules and expense reports.
• Take and distribute meeting minutes; ensure follow-up items are tracked.
• Monitor contract renewals, insurance claims, and other administrative tasks.

Skills

Leadership skills

Organizational skills

Confidentiality

Independent work

Communication

Education

Bachelor’s degree in business or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

PowerPoint

Job description

Description Job Summary: Provides administrative support and assistance to the VP of Housing Development. Essential Duties and Responsibilities include the following. Other duties may be assigned.

Provides administrative support for the VP of Housing Development - composes correspondence, draft agendas, initiates/returns phone calls, reviews incoming correspondence and determines appropriate recipient, maintains various files, etc.

Monitors and submits reserve for replacement requests and rent schedules. Monitors contract renewals, MOR responses and insurances claims.

Schedules appointments and/or teleconferences with VOATX programs or external programs and/or business contacts.

Records minutes at those meetings as requested.

Prepares travel schedule, makes travel arrangements and prepares expense reports.

Prepares agendas and minutes for periodic meetings of the RHM Team and management staff.

Ensures that reports and follow-up items are received on a timely basis.

Organizes and executes basic project management around the VP of Housing or RHM Team.

Completes expense and/or mileage reports for the VP of Housing Development.

Receives and distributes incoming mail.

Prepares outgoing mail and correspondence, including e-mail and faxes.

Receives telephone calls and visitors.

Reserves and prepares internal and external locations for meetings.

Orders and maintains supplies.

Follows retention procedures in disposing of records.

Compiles or assists in compiling periodic reports on the basis of general instructions.

Completes monitor audit inquiries with assistance for Regional Housing Managers.

Maintains, organizes and updates K drive.

Monitors, responses and close-out residents' complaints in NAVEX system with assistants from Regional Housing Managers.

Keeps the Regional Housing Managers and compliance staff apprised of initiatives and activity.

Promotes an organizational culture that fosters passion for the mission, cooperation, open and frequent communication, teamwork, and is in alignment with the organizational vision.

Attends all required meetings and trainings.

Requires regular attendance and punctuality during the scheduled shift to perform the above essential functions.

Performs other duties and special assignments as directed.

SUPERVISORY RESPONSIBILITIES This position does not have direct organizational supervisory responsibilities.

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.

OTHER

Time commitment: 40+ hours per week Overtime may be required Some travel may be required.

Criminal and educational background check Must use personal (non-agency) vehicle for transportation

If driving frequently for VOA-TX business:

MVR background check (good driving record) Valid Texas driver's license Proof of Insurance

Qualifications QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and must successfully complete any required training and acquire any required certifications within prescribed timeframes. 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 (Knowledge/Skills/Abilities)

Proven management and leadership skills. Skill in the use of a personal computer and software applications (e.g. Microsoft, Word, Excel, Access, PowerPoint, etc.) Strong organizational skills and the ability to maintain detailed records Able to respect and maintain confidentiality at all times Ability to work effectively under stressful conditions Ability to work independently with little supervision

Experience working with Senior Level executives in a corporate environment High energy, positive, "can-do" attitude, flexibility, teamwork, and attention to detail; high degree of initiative Demonstrated ability to think strategically and thorough understanding of strategic development Demonstrates a fundamental respect for the dignity of others and is a proven team player. Able to successfully implement strategy; effectively address overlapping projects and deadlines Adaptable and reliable in face of conflict, crisis, or changing priorities Business "literate," understands financial reports, applies data to assess business effectiveness and efficiency and acts in a fiscally responsible manner Politically astute and tactful; attentive to the perspectives and competing interests of various internal and external stakeholders Displays passion and optimism; inspires respect and trust, and treats people with respect Ability to interact with staff members and community contacts Demonstrates ability to work with multi-disciplinary team Demonstrates high degree of integrity and ethical standards Upholds organizational values

Language Skills Ability to communicate effectively both written and verbally Ability to write reports and correspondence Ability to speak effectively before groups of customers or employees of organization

Mathematical Skills Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations Ability to work with mathematical concepts such as probability and statistical inference

Problem Solving Ability to exercise initiative and sound judgment and to react with discretion under varying conditions Ability to recognize problems and take corrective actions as determined by agency and program policies and procedures Ability to define problems, collect data, establish facts and draw valid conclusions

EDUCATION and/or EXPERIENCE: Bachelor's Degree in business or related field plus two years as an administrative assistant OR equivalent education and/or experience with three years' experience in an administrative assistant position.

CERTIFICATES, LICENSES, REGISTRATIONS Valid Texas Drivers' License, clear MVR and ability to be insured.

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 job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.