Administrative Assistant

Shepherd's House Ministries; Bend (OR); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Competitive Salary

401(k)

Health Insurance

Generous PTO

Job summary

Shepherd’s House Ministries is seeking an Administrative Assistant to provide high-level administrative support to the Program Manager and Director. The role will manage calendars, respond to inquiries, draft communications, and coordinate meetings and events across the Men’s Center and Women’s and Children’s Center.

The position emphasizes confidentiality, professionalism, and a compassionate approach aligned with the organization’s mission to aid the hungry, homeless, and those facing

Qualifications

• High school diploma or equivalent required.
• Associates degree or administrative training preferred.
• Prior experience in shelters or residential programs is desirable.
• Strong interpersonal, communication, and organizational skills.
• Ability to handle multiple priorities and maintain confidentiality.

Responsibilities

• Provide calendar management and scheduling support for Program Manager and Director.
• Serve as a primary point of contact for calls and inquiries.
• Draft, edit, and distribute communications and materials.
• Prepare meeting materials and track follow-up actions.
• Plan events and coordinate scheduling for classes and community activities.
• Maintain organized, confidential records in required systems.
• Support research, special projects, and operational updates.

Skills

Administrative support

Calendar management

Communication

Customer service

Bilingual

Education

High school diploma

Associates or admin training preferred

Tools

Microsoft Office

Email/CRM tools

Job description

Position Title: Administrative Assistant

Status:

Full-Time

Benefits:

Competitive Salary, 401(k), Health Insurance, Generous Paid Time Off

At Shepherd’s House Ministries, we believe in meeting people exactly where they are—with compassion, dignity, and grace. We offer food for the hungry, shelter for the homeless, and supportive programs for individuals facing life-controlling challenges. Our mission is to break cycles of pain by healing hearts and transforming lives.

We create grace-filled environments where every person is welcomed, valued, and encouraged to pursue meaningful life change at their own pace. Through supportive services, innovative programs, and a deeply caring team, we walk alongside each individual on their journey—reflecting the transformative love of God in all we do.

This position has a BFOQ to be faith aligned.

We are seeking a passionate and mission-driven Administrative Assistant to help expand the impact of Shepherd’s House Ministries across all sites and advance this life-changing work.

Under the supervision of the Program Manager, the Administrative Assistant will proactively nurture, maintain, and support a safe and healing environment within The Shepherd’s House Discipleship and Habilitation Community. This role will support both the Men’s Center and Women’s and Children’s Center. This role provides high-level administrative support while contributing to a culture where grace, dignity, and personal transformation are fostered. The Administrative Assistant serves as a key point of coordination for program operations, communication, scheduling, and administrative workflow.

Strategic Work Expectations:

• Shall strive for and embody honesty, compassion, forgiveness, mercy, gentleness, hospitality of spirit, and the deep love of Jesus in word and deed, leading with humility, compassion, and self-awareness.
• Will work towards having a teachable spirit and a willingness to learn.
• Collaborate in partnership with leadership, advisors and coworkers to contribute to and carry out the Program team’s strategy and goals.

Technical Work Expectations:

• Provide timely administrative support to the Program Manager and Director, including calendar management and scheduling.
• Serve as a primary point of contact by answering calls, responding to inquiries, and routing messages with timely follow-up.
• Draft, edit, and distribute communications and program-related materials.
• Prepare meeting materials, coordinate logistics, attend meetings, and track follow-up actions.
• Plan and support events, program activities, and scheduling for classes and community engagements.
• Maintain organized, accurate, and confidential records and documentation in required systems.
• Anticipate needs and assist with research, special projects, and operational updates.
• Interact professionally with residents, guests, staff, volunteers, and community partners.
• Support program structure, safety, and a healing environment, including appropriate response to crisis situations.
• Participate in team meetings and trainings while upholding confidentiality, ethical standards, and organizational values; perform other duties as assigned.

Qualifications:

Education & Experience:

• High school diploma or equivalent required; Associate’s degree or administrative training preferred.
• Prior experience working in shelters, residential programs, navigation centers, or mobile outreach settings
• Bilingual or multilingual abilities relevant to the communities served
• Strong interpersonal, communication, and organizational skills, with the ability to manage multiple priorities and a diverse caseload
• Ability to remain calm, professional, and solution-focused in high-stress or crisis situations, including use of de-escalation techniques
• Ability to work both independently and collaboratively within a multidisciplinary team environment
• Basic computer proficiency, including data entry, documentation, and email communication
• Ability to pass required background checks in accordance with organizational policy and applicable law
• Requires the ability to safely operate a personal and/or organization vehicle as part of regular job duties, including maintaining a valid driver’s license, acceptable to the organization’s insurance and meeting organizational driving requirements.

Spiritual & Professional Qualities:

• Ability to remain flexible and adapt well.
• Work well in a team environment and be able to accept input as well as supervisory guidance.
• Able and willing to interact with guests in a compassionate and respectful manner.
• Knowledgeable and empathetic to the needs of the poor and suffering.
• Able to maintain a positive, professional, Christ-like manner with all donors, staff, guests, and volunteers.

Working/Physical Conditions:

• Ability to sit, stand, walk, and move throughout facilities and community locations for extended periods
• Ability to transition frequently between administrative tasks (computer/data entry) and direct participant interaction
• Ability to bend, reach, stoop, and lift up to approximately 25 pounds on an occasional basis
• Ability to use a computer, phone, and other standard office equipment for documentation, communication, and reporting
• Ability to travel locally between program sites or outreach locations, as required by the role
• Ability to visually and audibly assess situations, read documentation, and communicate clearly with participants, staff, and partners

In accordance with the Americans with Disabilities Act (ADA), we will provide reasonable accommodations to qualified individuals with disabilities. To request an accommodation, please contact a member of the People Team.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Shepherd’s House Ministries provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Shepherd’s House Ministries is formed and filed as 501c3, as such there are certain positions under ministry privately funded programs that require faith alignment as a BFOQ.