Program Support - Administrative Assistant

JOB DESCRIPTION— Program Support / Admin Assistant

Job Title: Program Support / Admin Assistant

Reports To: Admin Manager

Salary: $18.00 – $19.00/hour ($37,440 – $39,520/Year) DOE

Hours: Full-time (40 hours a week)

Benefits package: 12 days of accrued paid annual leave, 12 paid holidays plus 1 floating holiday. Health/Dental/Vision Insurance. Retirement benefits after one year of employment.

About the YWCA Bellingham

The YWCA Bellingham is part of a national network of organizations with the shared mission of ending racism, empowering women, and promoting peace, justice, and freedom for all. The YWCA Bellingham offers affordable housing, emergency shelter, case management, economic and personal empowerment programs, and social justice programming.

YWCA Bellingham is a safe, inclusive workplace for all people of all backgrounds and walks of life, and we strongly encourage you to apply if you are from a marginalized or underrepresented group. We don’t believe in a “perfect” candidate. If you believe this is a role that you’ll be excited to work in each day, want to be a part of a supportive team culture, and are excited by the chance to grow in an organization like ours, please apply!

We are committed to fostering a compassionate and flexible culture that models our mission to empower women and eliminate racism. From the Board, to the staff, to our clients, we are dedicated to treating team members with dignity and grace. We are proud to be a learning organization that seeks to understand root causes and systemic solutions in all our work across Bellingham and Whatcom County.

About the YWCA Bellingham’s Housing Programs

The Women's Housing Programs aim to help homeless women and women with children find and thrive in safe, independent housing. Services are client-centered, trauma-informed, and empowerment-based. The YWCA respects residents as individuals and tailors housing plans and services to their unique needs. The YWCA serves adult women and transgender individuals who identify as women or non-binary, as well as women and their accompanying children. The YWCA strives to promote equity and provide relevant services to individuals from all walks of life.

Program Support / Admin Assistant Summary

The Program Support / Admin Assistant will be the first point of contact of the YWCA. This position will be direct support to clients and will report to and assist the needs of the Admin Manager. This full-time role is responsible for day-to-day administrative operations, including donation acceptance and record-keeping, answering incoming calls, scheduling appointments for residents, and maintaining the functionality of the fast-paced front office. As our programs include emergency shelters and permanent supportive housing, close communication and collaboration with the staff is required to ensure success of our programming. Additionally, this role maintains positive community relations that help with the transition of residents to independent housing.

Responsibilities and Duties

· Provide friendly first point of contact for the YWCA including greeting and directing residents, donors, vendors, volunteers and community members

· Take in clothing and household donations, give receipts as needed, sort and distribute to appropriate person/location

· Write “Thank You” cards, address and mail them to donors when applicable.

· Schedule appointments for case managers.

· Answer incoming calls as needed and direct calls to appropriate staff members. Take accurate messages. Check messages daily.

· Provide information about the YWCA programs to the public, both in person and over the phone

· Collect, sort and disburse all mail.

· Interacting and assisting clients. Directing them to their case manager when appropriate.

· Work on projects for staff members as needed (i.e. research, filing, etc.)

· Help office manager arrange repair and maintenance of office equipment

· Sends volunteer interests to Y’s Buys Thrift Boutique store manager

· Create documents, report templates, forms and other documents as requested

· Provide fundraising and event support as needed

· Assist Admin Manager with special projects

· Participate in team meetings

· Open and close office, locking up the building.

· Coffee/Tea bar prep and upkeep. Make coffee for clients, stock supplies as needed.

· Maintain client confidentiality in all circumstances except those required by law

· Support property manager with documents and posting them to resident doors

· Be on call every 4-5 weeks [7 days/nights total at a time. Extra pay during on call week]

· Ensure all inquiries about the YWCA Bellingham’s Housing Program are responded to in a timely manner.

· Support staff with resident de-escalation and conflict resolution

· Work as a team player, fill in for others as needed.

· Perform other duties as needed or as assigned.

Qualifications

Education/Work Experience:

· Two years of successful work history in office administration, social services, housing, or related field.

· Experience working with low-income or unhoused womxn--knowledge and understanding of related issues is strongly preferred.

· Lived experience and marginalized communities are encouraged to apply.

Skills and Knowledge:

· CPR/First Aid Certified (can obtain once hired).

· Proficient with MS Office and comfortable learning new software

· Ability to work independently, organize, prioritize, and follow through to the completion of tasks.

· Ability to communication effectively verbally and in writing.

· Ability to work with people who may have substance use disorders, physical and mental health behavioral needs, and professionally use de-escalation and conflict resolution skills.

· Understand issues of gender and race discrimination, homelessness, and poverty.

· Able to read and interpret documents and draft routine reports with clarity and professionalism.

· Support the mission and values of the YWCA Bellingham.

· Basic math skills for processing donations

· Basic knowledge of housing and support resources for low-income persons in Whatcom County.

· Self-motivated with a high level of positive energy

· Ability to adapt easily to change and handle stressful situations effectively, a commitment to adhering to the program rules for the success of the program.

Other:

· Valid WA state driver’s license; valid insurance and 3-year driver’s abstract.

· Ability to pass background check prior to employment.

Physical demands:

· Ability to ascend and descend multiple flights of stairs to assist residents in an emergent situation.

· Lift and carry office supplies, resident belongings, and donations typically weighing up to 25 pounds

· Sit for extended periods.

Preferred Qualification:

· Affordable Housing Experience

· Bilingual

· Working knowledge of Washington’s landlord-tenant law and federal fair housing law

This job description is not meant to imply that these are the only activities to be performed by the employee holding this position. As the needs of the organization change employees may be required to follow other and sometimes new job-related responsibilities.

In accordance with the Americans with Disabilities Act, it is possible that requirements be modified to accommodate disabled individuals. An individual seeking such accommodation should contact their supervisor.

Job descriptions are not intended and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.

Job Type: Full-time

Pay: $18.00 - $19.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Weekends as needed

Ability to Commute:

• Bellingham, WA 98225 (Required)

Work Location: In person

Salary : $37,440 - $39,520