Administrative Assistant - FRC (2019-117)

Company: Catholic Charities of Santa Clara County
Location: San Jose, CA
Status: Full time

Overview of Program History:

The Children’s Initiative (CI) was designed from the experience and learning reached through the development of the Franklin-McKinley Children’s Initiative which began in 2009 as a collaborative to address the system barriers, lack of resources and alignment with the intent of creating a cradle to college and career pipeline. With the expansion of Family Resource Center on school campus, sharing the lessons learned of how to leverage resources, focus on place and being grounded in the community, the Children’s Initiative Model has been developed. 

Position Summary:

The staff under the direction of the Children’s Initiative model will leverage learning, share knowledge and best practices and practice continuous program improvement to support the client centered delivery of service within each resource center and across the agency.

 The Administrative Assistant will work with their resource center supervisors to support, organize contract deliverables documentation in order to support the reporting and compliance process. This includes volunteer packets, support in preparing for staff training, compliance, volunteer inclusion, and program implementation, and ensure the advisory committee at each site are activated.

 The administrative assistant will support the Children’s Initiative management team to work provide aligned internal and external services to ensure families are receiving seamless quality experience, and responding to the needs and/or requests of the community in which they are located. The activity assistant may do data entry, responding to communication in support of the director(s)/manager and supervisors.

 The administrative assistant will operate using strength based framework, and use reflective practice with their colleagues and volunteers. The administrative assistant will support the program manager in tracking completion of contract deliverables, meet with directors/managers regularly for updates.

To be successful in this role, a warm and welcoming personality is essential.

Job details:

  1. When first contact for visitors and callers, greet any visitors/authorized staff at assigned location.

  2. Maintain a positive presence in the office

  3. Assist with all administrative aspects of the center operation, including: maintaining files, inputting and editing information in database, forms, filing, photocopying, and other office or secretarial duties as needed.

  4. Assist with maintaining the shared staff space clean.

  5. Assist with ordering supplies, taking inventory, documenting arrivals, unpacking of supplies.

  6. Prepare and distribute agendas for all admin and academic admin meetings

  7. Take notes at management meetings assigned

  8. Schedule events or trainings from facilities, food, attendance/sign-in sheets

  9. Support leadership team CI Managing Director, Early Learning Director, FRC Managers.

  10. Maintain confidentiality of any and all leadership team discussions and sensitive information

  11. Support volunteer application processing and assist/facilitate volunteer trainings

  12. Complete data entry and data reconciliation for various programs and/or specific line items

  13. Conduct phone calls and compose emails on behalf of the management team as assigned

  14. Support management team with phone calls, travel arrangements, etc.

  15. Review calendars regularly to help predict needs of leadership team in coming weeks

  16. Provide input on improving efficiencies and policies on an ongoing basis

  17. Conduct research for leadership team as requested

  18. Model the mission, philosophy and Caritas Team Creed to all staff, parents, students, and the community

Knowledge, Skills and Abilities:

  • Must be able to communicate effectively, read, write, speak, and understand the English language; bilingual preferred,

  • Ability to work with diverse workgroups and serve families with diverse economic, social, racial, and cultural backgrounds,

  • Demonstrate strong coordination, organizational, and time management skills,

  • Maintain a professional and confidential work environment,

  • Ability to plan, organize, prioritize, and multi-task,

  • Serve effectively as a member of a team internally and externally,

  • Experience working with community members from diverse ethnic, social, and economic backgrounds, with the ability to be culturally sensitive and appropriate,

  • Be flexible, proactive, adaptable, and able to work in a fast-paced and changing environment,

  • Knowledge of modern office methods and practices, including filing systems, presentations, business correspondence, and report writing, and

  • Knowledge of computer programs and internet (i.e., Microsoft Word, Outlook, Power Point, Excel).

 Qualifications:

  • Must be at least 18 years of age, High School Diploma, some college preferred

  • Must be a U.S. citizen or lawful permanent resident,

  • Clearance of fingerprint background check,

  • Must have valid TB (Tuberculosis) screening, and

  • Work 8:00am - 5:00 pm * Some Saturday’s may be required

  • Administrative Assistant: 1 year (Preferred)

 Physical, Emotional and Intellectual Demands:

  • Fast paced, diverse and dynamic environment,

  • The work is sometimes physical, requiring setting up for events which may require transporting or lifting cumbersome materials (i.e., easels, flip charts, refreshments, brochures, chairs, tables),

  • Must be able to report to service site on a regular and reliable basis,

  • Able to deal with stressful situations, and

  • Able to travel between sites and to offsite events throughout the county, as appropriate

  • The employee must occasionally lift and/or move up to 25 pounds. 

  • Works inside & outside including motor vehicle travel between sites.

 To Apply: Please submit resume to jobs@catholiccharitiesscc.org or via fax to 408-944-0276 attn: HR

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant. Because of a need to remain responsive to the needs of our clients and our Agency’s operations, responsibilities may be modified at any time.

Catholic Charities is a non-profit, non-discriminatory service organization and employer. We do not discriminate on the basis of race, color, national origin, religion, sex, age, sexual orientation or disability. Persons seeking employment are entitled to freedom from harassment and retaliation and reasonable accommodation for qualified disabilities.