Social Service Coordination Administrative Assistant

RHF (Retirement Housing Foundation); Long Beach (CA); On-site; USD 37,000 - 40,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Retirement savings plan

Paid time off and holidays

Employee assistance program

Life insurance (term)

Voluntary life insurance

Job summary

RHF (Retirement Housing Foundation) is seeking a Social Service Coordination Administrative Assistant to support the Director of Social Service Coordination and the SSC team. You’ll help with training, reporting, data tracking, scheduling, and department records to ensure information is organized and accessible.

The role involves preparing documents, coordinating training materials, tracking invoices and grants, and supporting recruitment and onboarding.

Qualifications

• Bachelor's degree in Social Work, Human Services, or a related field
• Minimum of two (2) years of relevant administrative or program support experience
• Strong written and verbal communication, organizational, and time-management skills
• Ability to manage multiple priorities, meet deadlines, and work independently and collaboratively
• Strong knowledge of spreadsheets, data tracking, and program support systems
• Proficiency in Microsoft Office 365, including Word, Excel, PowerPoint, Outlook, and Publisher; experience with Smartsheet, Zoom, and Microsoft Teams
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion
• Strong attention to detail and commitment to accuracy and effective administrative support

Responsibilities

• Assisting with the development and delivery of training materials and activities per HUD guidelines
• Providing administrative and technical support to SSC staff and assisting with training and program activities
• Tracking and preparing monthly SSC reports, training requirements, and program data
• Maintaining departmental databases, QA tracking systems, and other records
• Assisting with audits and data accuracy improvements as needed
• Preparing and transcribing correspondence, action plans, reports, and presentations
• Providing day-to-day administrative support including phones, mail, supplies, scheduling, and document prep
• Tracking resident surveys and preparing related reports
• Assisting with tracking proposals and grants and informing the Director
• Compiling a directory of national/local resources for the SSC team
• Reviewing SSC invoices and expense reports for accuracy
• Assisting with reimbursement and budget tracking and Director travel arrangements
• Communicating with departments to obtain information and support needs
• Maintaining confidential departmental records and files
• Providing administrative updates to the Director on activity status
• Supporting recruitment and onboarding of SSCs including materials and records
• Assisting with planning and expense tracking for RHF events and initiatives
• Performing other duties to support the department and RHF mission
• Traveling locally and occasionally overnight as required

Skills

Communication

Organization

Time management

Education

Bachelor's degree in Social Work or related field

2+ years administrative or program support experience

Tools

Microsoft 365 (Word, Excel, PowerPoint, Outlook, Publisher)

Smartsheet

Zoom

Microsoft Teams

Job description

Location: 911 N Studebaker Rd, Long Beach, CA 90815

Pay Range: $27.00 - $29.00 per hour

Employment Type: Full-Time, Non-Exempt

Join Our Mission-Driven Team

Are you an organized, detail-oriented professional who enjoys providing administrative support and keeping a team organized and effective? RHF is seeking a Social Service Coordination Administrative Assistant to provide day-to-day administrative support to the Director of Social Service Coordination and the Social Service Coordinator (SSC) team.

This role supports training, reporting, data tracking, record keeping, scheduling, and departmental activities while helping ensure information and resources are organized and accessible. If you enjoy managing multiple priorities and working collaboratively to support meaningful programs and services, we'd love to hear from you.

What You'll Do

• Assisting with the development and delivery of training materials and activities in accordance with HUD Office of Multifamily Housing guidelines
• Providing administrative and technical support to Social Service Coordinator staff and assisting with training, professional development, and program participation activities
• Reviewing, tracking, compiling, and preparing monthly SSC reports, training requirements, and program data
• Maintaining departmental databases, quality assurance tracking systems, and other program records
• Assisting with gathering and organizing information for audits and supporting data accuracy and improvement efforts as needed
• Preparing, reviewing, and transcribing correspondence, action plans, reports, presentations, and other departmental documents
• Providing day-to-day administrative support, including phones, mail, supplies, scheduling, document preparation, and distribution of SSC materials
• Tracking resident survey responses and preparing related reports and program information
• Assisting with tracking proposals and grants associated with Social Service Coordinators and providing information to the Director as requested
• Researching, compiling, and maintaining a directory of national and local resources to support the SSC team
• Reviewing and tracking SSC invoices and expense reports for accuracy and proper documentation
• Assisting with reimbursement and budget tracking and providing administrative support for the Director's travel arrangements and expense reporting
• Communicating with appropriate departments to obtain information and assist with departmental administrative needs
• Maintaining accurate and confidential departmental records and files
• Compiling information and providing administrative updates to the Director regarding program activities, status, and developments
• Providing administrative support for the recruitment and onboarding of Social Service Coordinators as needed, including scheduling, preparing materials, and maintaining records
• Assisting with the planning, coordination, implementation, and expense tracking of SSC Department activities, including the annual RHF Conference, Project HANDS promotion, and other departmental initiatives
• Performing other duties as assigned to support the Social Service Coordination Department and the mission and goals of RHF
• Traveling locally and occasionally overnight as required

Required Qualifications

• Bachelor's degree in Social Work, Human Services, or a related field
• Minimum of two (2) years of relevant administrative or program support experience, preferably in social services or a related field
• Strong written and verbal communication, organizational, and time-management skills
• Ability to manage multiple priorities, meet deadlines, and work independently and collaboratively
• Strong knowledge of spreadsheets, data tracking, and program support systems
• Proficiency in Microsoft Office 365, including Word, Excel, PowerPoint, Outlook, and Publisher; experience with Smartsheet, Zoom, and Microsoft Teams
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion
• Strong attention to detail and commitment to accuracy and effective administrative support

Preferred Qualifications

• Experience in social services, nonprofit, affordable housing, or community-based organizations
• Knowledge of HUD Office of Multifamily Housing guidelines
• Familiarity with AASC Online or similar data and program tracking systems
• Experience supporting training, reporting, grants, or community-based programs

Why You'll Love Working Here

At RHF, you'll be part of a mission-driven organization with more than 60 years of experience providing affordable housing and services that help people thrive. We believe our employees are essential to that mission and are committed to creating a supportive workplace where you can grow professionally and make a meaningful impact.

Benefits

• Competitive pay
• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement savings plan
• Employee assistance and more
• Term life and Voluntary supplemental life insurance