Southwest Key Programs Inc.

Executive Assistant

US-TX-San Antonio
3 weeks ago
Job ID
2017-8124
# Positions
1

Job Summary:

The Executive Assistant is responsible for providing administrative support and project coordination for program management. This includes conducting research, prepare reports, track complex program developments, and generally keep all aspects of the Program Director’s office as well as the entire program organized and efficient.

Essential Functions:

  • Provide wide range of administrative support, organizational assistance, and project management to the Program Director and Assistant Program Director in the fast-paced, urgent, high accountability environment of the shelter.
  • Maintain high level of knowledge of all departments’ functions and activities in order to respond to internal and external inquiries and requests for information and departmental support.
  • Conduct research as requested in preparation for meetings, phone calls, board reports, and business trips.
  • Answer and receive incoming calls and correspondence. Collect, maintain and submit data for monthly, quarterly, and annual reports to Program Director, Southwest Key’s national headquarters and Office of Refugee Resettlement (ORR).
  • Process, maintain and review all program personnel records including training records.
  • Review monthly financials to ensure compliance with operations/contract requirements. Adhere to negotiated annual budget and spending requirements including petty cash and stipend accounts.
  • Oversee purchase and maintain inventory control of office, household, educational, client, and kitchen supplies.
  • Monitor the physical plant and vehicle maintenance to maintain a safe, clean and hazard-free environment.
  • Monitor and maintain compliance with organization, licensing, and funding source for all program departments.

Other Functions:

  • Attend all organizational required trainings.
  • Attend all departmental and program meetings to ensure that up-to-date information is received and/or information of policy changes or practice are adhered to.
  • Must assist in the evacuation of youth as needed due to inclement weather conditions, natural disasters, or other unforeseen occurrences.
  • Travel as needed for trainings, conferences or to transport youth to destinations located within the U.S.
  • Maintain a safe, clean and hazard-free work area.
  • Develop and maintain productive relations with local, state, and federal contacts.
  • Able to react to change productively and handle other essential tasks as assigned.

Qualifications and Requirements:

  • High School diploma or equivelant, with a total of three years supervisory/administrative experience as an office manager.
  • Computer literate with working knowledge of Microsoft Windows (Microsoft Word, Excel), variety of online database systems.
  • Must possess a valid state driver’s license and be eligible to drive to facilitate program services as required by contractual agreement.
  • Required to work a flexible schedule to facilitate program services.
  • Cleared Tuberculosis test results.
  • Cleared background check from appropriate entity.
  • Bilingual
  • Cleared drug test results (this one is for Texas programs only).
  • Must be at least 21 years of age at the time of hire.

Physical Demands:

Must be able to obtain Crisis Prevention Institute (CPI) certification and First Aid Certification (CPR). Must be able to supervise clients indoors and outdoors as necessary. Bending, stooping and lifting up to 15 lbs required to complete daily tasks. Job requires extended periods of sitting; use of various office equipment.

Work Environment:

This is a twenty four hour residential facility at which minors receive multiple services. Three shifts per twenty four hour period. Work shifts are subject to change. Noise levels vary from mild to moderate. Predominantly indoors, occasional outdoor monitoring or activities. This position is mostly sedentary, involves sitting most of the time, but may involve walking or standing for brief periods of time.

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