Administrative Assistant

Work with great people doing great things! Join Buckelew Programs and play a pivotal role in making a meaningful impact on the lives of individuals facing mental health and substance use challenges in the North Bay.

We are hiring a new Administrative Assistant to join our team. In this role, you will provide vital support to program operations under the supervision of the in RESPONSE Program Manager and other in RESPONSE Program Leadership. This includes a wide range of administrative, clerical, and data support functions.

Key responsibilities include maintaining and producing program records and data reports, managing electronic health records (EHR) and other data systems, and acting as the local expert on these platforms for staff. You will ensure a professional and welcoming office environment by supporting a variety of program activities, including food equity initiatives and customer service.

Within the in RESPONSE Program the Administrative Assistant is responsible to engage everyone that comes into the lobby by providing support, resources, internal referrals and calling the in RESPONSE team when needed for times of crisis.

In addition, this role supports community outreach efforts by assisting with presentations, workshops, events, and trainings; coordinating with schools, community groups, and local organizations; and fostering partnerships that strengthen awareness, expand access to resources, and reduce stigma across the City of Santa Rosa.

• Greet and assist visitors in a professional and welcoming manner, representing Buckelew Programs’ mission, vision, and values.
• Answer and direct incoming phone calls courteously and professionally.
• Maintain a clean, organized, and inviting reception area and office space.
• Support clients, families, and providers in accessing Buckelew/in RESPONSE Programs and community services in alignment with the CalAIM "No Wrong Door" initiative.

• Oversee food pantry volunteers and provide direct support when volunteers are unavailable.
• Coordinate weekly food donation pickups.
• Maintain cleanliness, organization, and safety of the food pantry space.
• Train and support volunteers and staff on food equity program processes.

• Assist with ordering and in-person shopping at Redwood Empire Food Bank.
• Manage pantry data and reporting for internal teams and external partners (e.g., Redwood Empire Food Bank, Development and Finance Teams).
• Ensure inventory systems are maintained, and food safety protocols are followed.

• Provide administrative assistance to Program Leadership and staff, including support for staff meetings and program operations.
• Perform general office duties: check voicemails, file documents, make copies, and prepare correspondence or routine reports.
• Coordinate with the Regional Operations Manager/Program Manager to manage office supplies and equipment, ensuring maintenance and adequate inventory.
• Support onboarding and offboarding processes in coordination with the People Team and Operations Manager.
• Schedule appointments, complete client intakes, and respond to administrative inquiries.
• Maintain and distribute marketing and program materials; track and fulfill requests as needed.
• Oversee and maintain in RESPONSE vehicle fleet, including scheduling vehicle maintenance and hygiene. Addressing unexpected vehicle concerns including vehicle accidents, safety and hygiene utilizing fleet management systems.

• Complete monthly administrative and fiscal tasks such as submitting petty cash receipts, mileage logs, and other documentation.
• Communicate with county partners and internal finance teams to ensure timely resolution of fiscal requests.

• Manage data entry, maintenance, and quality assurance within assigned EHR and database systems.
• Generate data reports as requested and authorized.
• Provide support and technical assistance to staff, volunteers, and interns using EHR/database systems; elevate issues as needed.
• Act as a program point-of-contact for…