Office Assistant - Kalamazoo

Title

Office Assistant

Continuum of Care (CoC)

CoC Program Director

Part-time

Hourly, Non-Exempt

$22.18/hour

The Office Assistant provides essential administrative and clerical support to ensure the smooth daily operations of the Continuum of Care (CoC) team and provides support to the Kalamazoo office. The Office Assistant will spend part of their time sharing responsibilities for general office administration for the Kalamazoo office and part of their time providing administrative support to the CoC program. This includes providing administrative support to CoC team members and serves as a first point of contact for all Kalamazoo office visitors and callers, delivering empathetic and informed services.

This position is responsible for performing a variety of general administrative functions in a community-facing role that advances UWSCMI's mission and values.

This position will work four days a week including 3 in-person days based out of the Kalamazoo office from 9am-4pm on Tuesday, Wednesday, and Thursday and a fourth day that can be worked in-person or remote based on performance. The position also requires occasional assignment of additional hours during the week, when needed. Occasional travel is required within our organizational footprint (Calhoun, Clinton, Eaton, Ingham, Jackson, Kalamazoo).

• Contributes to an equitable, diverse, and inclusive organizational culture that centers people in every solution, process, and function.

• Greet and assist visitors, clients, and staff
• Answer and direct phone calls, take messages, and respond to general inquiries.
• Answer general questions about UWSCMI programs and services with a high degree of knowledge and effectively direct visitors, clients, and staff to the appropriate team member or department, as needed.

• Manage incoming mail, packages, and deliveries.
• Intake cash and check donations with administrative team with finance support
• Provide back-up support to monitor and order office supplies; ensure common areas are organized and stocked.
• Provide back-up support to help organize and maintain office common areas.

• Assist with scheduling meetings, appointments, and conference room reservations.
• Prepare and distribute correspondence, reports, and other documents as assigned.
• Assist with meetings and special events, including preparing room, compiling packets, food ordering, etc.
• Support payment processing, maintenance of receipts and coordinate with the Finance Department as necessary.
• Travel arrangements as necessary.

Performs other related duties as assigned.

• Demonstrate a commitment to equity, diversity, and inclusion and ability to apply anti-oppressive and anti-racist principles in the workplace. Experience in customer support, administrative support, and office administration preferred. Formal education such as an associate's degree in business support or office administration may substitute or supplement experiences to meet this requirement.
• Ability to learn and communicate information about the organization with a high level of detail and understanding.
• Prior customer service experience serving unhoused individuals and/or low to moderate-income community members preferred.
• Ability to use Microsoft Office Suite including Word, Excel, Outlook, Teams, SharePoint, and PowerPoint programs with a high degree of technical skill. Previous database experience is preferred.
• Demonstrated ability to manage multiple tasks in a busy office setting with ability to prioritize work
• Outstanding interpersonal, written and oral communication skills with the ability to work with diverse populations including ALICE (Asset-Limited, Income Constrained, Employed) households and those disproportionately represented among ALICE.
• Demonstrated ability to perform a variety of administrative procedures and practices with accuracy and adherence to organizational policy, procedure, and process.
• Demonstrated ability to exercise sound judgment and problem solving in administrative matters, and demonstrate a high degree of empathy, care, discretion, and courtesy.
• Maintains the confidentiality of highly sensitive information.

• Ability to work in front of a computer for extended periods of time.
• Ability to move equipment, supplies, and other items across office up to 30 pounds.
• Ability to frequently open and close standard office doors.
• Frequent sitting, standing, and walking.
• Reliable transportation for travel within our six-county footprint. Use of a personal motor vehicle for transportation requires proof of insurance and the driver must have a valid Driver's license. (
  
  Note:
  
  mileage for work travel is reimbursed at the IRS mileage rate.)
• Moderate level of stress caused by tight deadlines.
• Occasional work outside of normal business hours.
• Successful completion of a…