Administrative Assistant of CORE, HR, & UW Programs

AVANCE Houston; Houston (TX); On-site; USD 30,000 - 42,000; Full time

Job summary

AVANCE Houston is seeking an operations-support professional to assist the Senior Director and program staff with clerical and social service tasks, ensuring timely execution of program plans within funding parameters.

The role involves data processing, budgeting, scheduling, travel arrangements, event coordination, and preparing reports, while maintaining confidentiality and strong relationships with stakeholders.

Qualifications

• Associates degree or equivalent experience required.
• Preferred: Bachelor degree in business, public administration or related field.

Responsibilities

• Provide support to the Sr. Director and program staff.
• Perform admin/clerical tasks including data processing, filing, budgeting, and expense tracking.
• Maintain relationships with department leaders and staff.
• Coordinate communications, scheduling, and logistics with partners and stakeholders.
• Prepare progress summaries and reports in a timely, accurate manner.
• Coordinate meetings, events, and travel arrangements.
• Maintain filing systems and ensure confidentiality of records.
• Attend meetings and assist with development and reporting of program activities.

Skills

Clerical tasks

Data processing

Budget tracking

Scheduling

Communications

Event coordination

Education

Associate degree in business/administration/public administration/social service or related field

Bachelor degree preferred

Tools

Office software

Job description

Position Summary

This position is responsible for performing clerical/social service tasks, providing support, and assisting in the daily operations and coordination of activities of areas, specifically related to that of the AVANCE-Houston Core Programs, Healthy Relationships and United Way Programs to ensure that the related program plans, goals, and regulations are implemented within the prescribed time frame and funding parameters.

Job Function

1. Provide support to the Sr. Director, as well as other program staff, as directed.
2. Provide administrative/clerical assistance including data processing, filing, duplication of materials, budget & expense tracking (process invoices, track expenses, and support budget monitoring) and reports with the highest degree of accuracy, timeliness, and professionalism.
3. Maintain strong working relationships with department/program leaders, managers, and staff.
4. Represent the Senior Director in communications and interactions with professionalism and discretion.
5. Manage communications, scheduling, and logistics with external partners, vendors, and community stakeholders.
6. Serve as a liaison between the Senior Director and internal teams, ensuring alignment and timely information flow.
7. Support ongoing initiatives by maintaining timelines, tracking deliverables, and preparing progress summaries.
8. Establish linkages with community service agencies and program reports, and assists with the development, updating and maintenance of partnership agreements and collaborations, both formal and informal.
9. Coordinate department meetings, retreats, workshops, training, meetings, projects, conferences, special events such as graduations (local and non-local) and other departmental and agency events, including space, catering, materials, technology and any other logistics.
10. Arrange travel, itineraries, and accommodations; prepare travel packets with key information.
11. Assist with recognition programs, staff engagement activities, and morale-building initiatives.
12. Assist with the implementation of systems for development, coordination, monitoring, and reporting of program activities.
13. Maintain the department’s filing system in accordance with Agency records retention policy and procedures.
14. Ensure appropriate storage and retention of departmental records to ensure future retrieval, and confidentiality.
15. Prepare and submit, in a timely manner, weekly and monthly reports including letters, meeting minutes, and other written documentation, as needed.
16. Responsible for maintaining departmental meetings minutes/records, appointments and activities, inquiries and requests.
17. Attend staff, board and other meetings; and local, regional, and national training activities, as assigned.
18. Represent AVANCE-Houston, Inc. in the community in a professional and competent manner.
19. Perform other duties, as requested by the supervisor.

Requirements

Education

Required: Associate degree in business, business administration, public administration, social service or related field; or high school diploma/GED and experience equivalent to degree requirements.

Preferred: Bachelor degree in business, business administration, public administration, social service or related field. Required: One year of clerical and/or experience in one of the following settings: social services, community partnerships or fund development experience.

Experience

Preferred:

Three years of experience clerical and or social service in one of the following settings: social services, community partnerships or fund development experience.