Overview
Provides administrative coordination and business operational oversight for Healthcare for the Homeless - Houston (HHH), a Federally Qualified Health Center that specifically serves individuals and families affected by unstable housing. Reports to the Chief Executive Officer.
Responsibilities
Business Operations, Inventory and Account Management
- Monitor and maintain inventory levels for office supplies
- Prepare purchase orders, check requests, and assist staff with ordering equipment and supplies
- Place and process orders for non-medical equipment, office supplies, electronics, and other items as needed
- Schedule and receive deliveries
- Distribute, open and process mail and packages, ensuring compliance with financial checks and balances, as appropriate
- Oversee petty cash reconciliation
- Work with departments to order print materials (reminder cards, etc.)
- Maintain vendor relationships, occasionally assessing cost effectiveness and business need
- Oversee administrative processes, workflows, systems, etc. and periodically adjust improve and streamline, as needed
- Assist with special projects, as appropriate
Executive, Board and Committee Support
Serve as an administrative liaison between the CEO / Executive team and the Board of Directors, Board Committees and representatives from partner agenciesOversee correspondence, scheduling and set-up for board, staff, committee and other meetings, including sending meeting reminders, securing meeting venues when needed, maintaining name cards for board members, ordering food, etc.Take meeting minutes, including tracking attendance, and log them in official record for staff and appropriate committee meetingsMake travel arrangements, compile reimbursement reports, etc. for executive team and other staff members, as appropriateHelp development and finance teams prepare for grant audits by overseeing scheduling, reviewing needed documentation and compiling necessary meeting materialsEmployee and Personnel Support
Maintain and keep up-to-date confidential personnel files, with necessary standardized documentation, in collaboration with HR administrators; keep personnel files and information up to date in BambooHR systemOversee portions of employee onboarding and offboarding, including scheduling, equipment and access card distribution, business card purchases, etc.; Post open positions on hiring channelsMaintain equipment logs and office inventoryLead in the planning and coordination of holiday celebrations, staff recognition events, employee farewells, etc., with the support of other staff members, as neededProvide overall staff support for general operating and business needsOther duties, as assigned.
Professional Knowledge and Behavior
Highly organized, detail-oriented self-starterProficient use of MS Office Suite, including Word, Excel and PowerPoint, Outlook, Teams, Google Drive and strong familiarity with Zoom meeting functionalityStrong analytical, verbal and written skillsAbility to make independent judgments when neededGood communication and interpersonal skills, including diplomacy and conflict resolutionAble to work effectively with diverse groups of peopleManages time effectively, handles multiple assignments simultaneously, and prioritizes projectsAssumes responsibility for own actions, behavior, quality of work and productivityDemonstrates professionalism in appearance and actionsMotivated to uphold the mission, vision, values and standards of excellence of HHHThis position is eligible for consideration of a hybrid work schedule, in accordance with the organization's Remote Work Policy. This position requires occasional early morning, evening and weekend meeting attendance, with advance notice.
