Admin Assist - Housing MGT

VOLUNTEERS OF AMERICA TEXAS PROPERTY MANAGEMENT; Austin (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

VOLUNTEERS OF AMERICA TEXAS PROPERTY MANAGEMENT in Austin, TX seeks an experienced administrative professional to support the VP of Housing Development. You will draft correspondence, prepare agendas, manage calendars, travel, and expense reports, and coordinate meetings with VOATX programs and external partners.

You will maintain files, review incoming correspondence, and assist with periodic reports and audits, ensuring timely follow-up and compliance with retention policies.

Qualifications

• Supports VP Housing Development with correspondence, agendas, and filing.
• Experience coordinating with executives in a corporate setting preferred.
• Ability to manage calendars, travel, and expense reports with attention to detail.

Responsibilities

• Provides administrative support for the VP of Housing Development.
• Monitors and submits reserve for replacement requests and rent schedules.
• Schedules appointments and teleconferences with VOATX programs and external contacts.
• Records minutes and prepares travel schedules and expense reports.
• Prepares agendas/minutes for RHM Team meetings and management staff.
• Manages mail, inbound/outbound communications, and meeting logistics.
• Maintains files and organization of K drive; handles retention procedures.
• Assists in compiling period reports and responds to audit inquiries with Regional Housing Managers.

Skills

Executive support

Organizational skills

Confidentiality

MS Office

Education

Bachelor's Degree in Business

Tools

Microsoft Excel

PowerPoint

Job 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 ManagersMaintains, organizes and updates K driveMonitors, responses and close-out residents’ complaints in NAVEX system with assistants from Regional Housing ManagersKeeps the Regional Housing Managers and compliance staff apprised of initiatives and activityPromotes 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 RESPONSIBILITIESThis position does not have direct organizational supervisory responsibilities.WORK ENVIRONMENTThe 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.OTHERTime commitment:40+ hours per weekOvertime may be requiredSome travel may be requiredCriminal and educational background checkMust use personal (non-agency) vehicle for transportationIf driving frequently for VOA-TX business:MVR background check (good driving record)Valid Texas driver’s licenseProof of InsuranceQUALIFICATIONSTo 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 recordsAble to respect and maintain confidentiality at all timesAbility to work effectively under stressful conditionsAbility to work independently with little supervisionExperience working with Senior Level executives in a corporate environmentHigh energy, positive, “can-do” attitude, flexibility, teamwork, and attention to detail; high degree of initiativeDemonstrated ability to think strategically and thorough understanding of strategic developmentDemonstrates a fundamental respect for the dignity of others and is a proven team player.Able to successfully implement strategy; effectively address overlapping projects and deadlinesAdaptable and reliable in face of conflict, crisis, or changing prioritiesBusiness “literate,” understands financial reports, applies data to assess business effectiveness and efficiency and acts in a fiscally responsible mannerPolitically astute and tactful; attentive to the perspectives and competing interests of various internal and external stakeholdersDisplays passion and optimism; inspires respect and trust, and treats people with respectAbility to interact with staff members and community contactsDemonstrates ability to work with multi-disciplinary teamDemonstrates high degree of integrity and ethical standardsUpholds organizational valuesLanguage SkillsAbility to communicate effectively both written and verballyAbility to write reports and correspondenceAbility to speak effectively before groups of customers or employees of organizationMathematical SkillsAbility to apply concepts such as fractions, percentages, ratios, and proportions to practical situationsAbility to work with mathematical concepts such as probability and statistical inferenceProblem SolvingAbility to exercise initiative and sound judgment and to react with discretion under varying conditionsAbility to recognize problems and take corrective actions as determined by agency and program policies and proceduresAbility to define problems, collect data, establish facts and draw valid conclusionsEDUCATION 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, REGISTRATIONSValid Texas Drivers’ License, clear MVR and ability to be insured.PHYSICAL DEMANDSThe 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.