Bilingual Administrative Program Assistant

Position Overview

The Administrative Program Assistant supports the Executive Director and the leadership team with administrative tasks. The Administrative Program Assistant handles a variety of administrative and clerical tasks, collaborates in organizational event planning, and provides support in our reception area as an initial welcoming contact with visitors and callers to the Sacred Heart Center. The Administrative Program Assistant works with the Receptionist(s) to ensure a warm and welcoming environment for all that come to Sacred Heart Center.

In addition, the Administrative Program Assistant provides administrative support to all programs in alignment with Sacred Heart Center’s mission, values, and vision.

The Administrative Program Assistant supports the Executive Director and the leadership team with administrative tasks. The Administrative Program Assistant works in collaboration with the Receptionist(s) to serve as one of the first points of contact for visitors and callers at the Sacred Heart Center during regular business hours.

This position encompasses a wide range of responsibilities including but not limited to the following:

• Provide administrative support to Executive Director and other leadership staff
  • Provide administrative support for operation of the organization in the areas of accounts payable, human resources, Board of Directors logistics, partnerships, and events
  • Assist with filing and other administrative duties
  • Assist with correspondence, scheduling, and other clerical duties
  • Assist in the preparation of regularly scheduled reports and reconciliations
• Provide administrative support to Sacred Heart Center programs, including but not limited to:
  • Work with Lead Receptionist to maintain office and program supplies by checking inventory and ordering items
  • Be the point of contact for individuals wanting to donate in kind items to the Center by responding to requests for donations, working with appropriate department or the ED, to approve items that are being donated and to coordinate/delegate logistics
  • Maintain Center photo and media archives
  • Act as informational liaison to Sacred Heart Church about activities of Church and Center
  • Work with Center staff to maintain organized supply closets and shared areas
  • Work with Center staff to maintain files and archives
  • Order printing and marketing materials
  • Assist with database entry for programs and other administrative functions
  • Assist Adult Education and Youth Programs in processing student payments according to protocols for class and program fees and textbooks, with support from Receptionist(s).
  • Monitor office equipment and notify appropriate through appropriate channels any maintenance issues, including computers, copy machines, phones, and TV monitor
  • Work as part of a team with other SHC staff to accomplish overall organizational goals
• When the Receptionist is not present at the front desk or is not scheduled at reception during business hours:
  • Provide friendly, professional, compassionate, and helpful customer service to individuals visiting or seeking services and/or assistance from Sacred Heart Center.
  • Respond to in-person inquiries, phone calls, emails, and voicemails by providing accurate information, referring individuals to appropriate staff, or taking messages as needed. Receive deliveries and coordinate their distribution.
  • Prepare the building for the day’s classes, programs, and meetings. Work collaboratively with Sacred Heart Parish staff to monitor the door camera and unlock doors for authorized visitors.
  • Collaborate with Receptionist(s) to maintain a professional, organized, and welcoming appearance in the reception area of the Sacred Heart Center offices.
  • Other duties as assigned

• The ability to stand, walk, and sit for extended periods of time, as the role may involve attending events, meetings, or conferences.
• The capacity to move around the office, event venues, and other locations as required, including the ability to climb stairs, navigate uneven terrain, and carry out physical tasks associated with event setup and teardown.
• Proficient use of hands and fingers to handle paperwork, operate office equipment and perform tasks such as filing, typing, and data entry accurately and efficiently.
• The ability to lift and carry event materials, supplies, and promotional items, which may vary in weight but could range from light to moderately heavy objects, 50 pounds.

• Ideal candidates for this position will share our commitment to our mission and to our values of compassion, inclusion, equity, and collaboration, and have related experience, including:
  • Fluency in both Spanish and English required; experience working with culturally diverse communities preferred.
  • Minimum of two (2) years of experience as an administrative assistant or in a comparable role.
  • High School Diploma or equivalent Required. Associate’s degree or above preferred.
  • Demonstrated record of strong communication skills, effective time…