Administrative Assistant

About us

Seniors in Service of Tampa Bay Inc

Love helping people? Love being part of a team? Love being valued for your contribution? Then you're gonna love us. Our team - 30 employees and over 1500 volunteers - are helping all over Tampa Bay. We are seeking a program assistant with EXCELLENT communication and organization skills. This role supports our Senior Disaster Support team, jumping in to help the team and individuals with urgency and flexibility. The Disaster Support team mission is to empower seniors with the education and resources needed to prepare for disasters, provide relief during crises, and support recovery afterward. A great candidate for this role should be mission driven, prioritize effectively, and communicate openly. We are fast-paced, and we focus on YOUR professional development with tools like Brene Brown's Courageous Leadership, SMART Goals and 80/20 practicality. Meeting objectives and professional development are our highest priorities. We need you to bring your curiosity, willingness to learn and helpfulness to the best job you'll ever have.

• Take ownership and responsibility for program objectives, compliance, and completion for all related program contracts and commitments.
• Attain all milestones of reporting, recruitment, engagement, recognition, outcomes, output and collaboration required by program contracts and commitments.
• Lead the advancement of telephone service program, including: 1) Onboarding process of incoming volunteers, including fielding potential volunteers, sending and collecting necessary documents, running background checks, and advising volunteers on next steps until they meet all requirements and can be matched for service. 2) Effectively follow up on volunteer and client referrals; connect volunteers and clients in telephone service program to ensure required service commitments are met in collaboration with other staff. 3) Effectively follow up on volunteer/client matches to ensure satisfaction and quality programming.
• Provide daily operational support to staff to ensure the satisfaction, success and retention of volunteers, clients and partners, including support in meetings, trainings and orientations.
• Act as board communication liaison, including but not limited to, scheduling meetings, taking meeting minutes, and writing correspondence.
• Perform data entry and database management in various database platforms as needed for organizational reporting. This includes, but is not limited to, entering station information; adding volunteers, service recipients, and station contacts; entering survey responses and program service results; running quality assurance reports; and entering/updating/exporting other information as needed. Ensure compliance in electronic and physical files in accordance with organizational and funder requirements.
• Assist in the collection of and compilation of timely statistical data required for program reports, as scheduled throughout year.
• Assist in the onboarding process of incoming volunteers for in-person services, including fielding potential volunteers, sending and collecting necessary documents, running background checks and supporting the planning/set up of pre-service orientation.
• Maintain an organized inventory system of office supplies and lead purchase of office supplies.
• Serve as agency’s main contact for building maintenance, including housekeeping and lawn services.
• Coordinate and collaborate within strict timelines with other agency departments. Examples include: accounting (for billing, payroll, etc.), grant/donor relations (for stories, testimonials, outcomes, etc.).
• Maintain a cooperative working relationship with community partners and Seniors in Service supporters and assist in events/meetings/relationship-building to grow the organization.
• Perform other duties as applicable to job.

General Responsibilities:

· Demonstrate behaviors consistent with the organization’s mission and values including treating others with dignity, respect and fairness.

· Support and foster dedication in others aligned with the organization’s mission, vision & core values.

· Represent the organization in a positive light and support volunteer engagement and public relations activities.

· Demonstrate reliability and follow-through on assignments and commitments.

· Contribute to a positive working environment and positively support organization’s policies and procedures.

· Foster a sense of curiosity in myself and others by maintaining an “If I don’t know, I’ll ask” attitude.

· Promote initiative and set an example of ethical and positive behavior.

· Hold self and others accountable for achieving results using positive and constructive methods.

· Maintain confidentiality and client privacy; respectfully discuss volunteer information for the purpose of supervision, consultation or other areas related to job duties.

JOB REQUIREMENTS:

• Bachelor's Degree and/or 2 years' experience in human service delivery (dealing with people)
• Bilingual in Spanish is a PLUS
• Database experience is a MUST
• Detail-oriented with strong organizational skills
• Highly proficient in MS Office particularly Excel, Word & PowerPoint; Zoom; Internet browsing and research; and email-communication
• Demonstrate excellent communication skills to perform job responsibilities including listening, written, verbal and information technology skills
• The ability to organize and work independently, as well as in a team environment

Additional Requirements: Must have a valid driver’s license and pass driver’s license screening, have reliable transportation to/from work, as well as to/from dynamic worksites, and pass a Level II Background Screening. While performing the duties of this job, the employee is regularly required to sit, see, talk and hear. The employee frequently is required to stand; walk; use hands to finger, handle, or feel (including frequent use of manual dexterity for keyboarding); and reach with hands and arms. The employee must occasionally lift and/or move up to 40 pounds

Job Type: Full-time

Pay: $38,000 - $40,000 per year

Hybrid work schedule available - working 2-3 days from office and/or partner sites, and 2-3 days from home/remote location.

Job Type: Full-time

Pay: $38,000.00 - $40,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Saint Petersburg, FL 33701

Salary : $38,000 - $40,000