Administrative Assistant

Status: Full-time, Non-exempt
Salary: $15.50 - $17.50 per hour
Reports to: Director of Housing

About YWCA Central Carolinas

YWCA Central Carolinas is on a mission to eliminate racism, empower women and promote peace, justice, freedom and dignity for all. We tackle the root causes of inequity by uniquely integrating housing, education, racial justice and wellness.

Our transitional housing programs serve up to sixty-six women and ten families facing homelessness each day by providing safe, affordable transitional housing and comprehensive case management services on our Park Road campus. In our five Youth Learning Centers in two counties, YWCA operates affordable, accessible literacy-based programs for K-5 grade students, after school and all day during the summer. In our racial justice and advocacy work, we host forums and events to educate and mobilize our community to combat systems of oppression. Finally, YWCA’s co-ed fitness center empowers individuals in their wellness journey and connects them to our mission. YWCA Central Carolinas has served the Charlotte region since 1902, evolving to meet the changing needs of our community.

Position Objectives

Provides on-site administrative support to the housing program through written and phone correspondence, data entry and presentation, volunteer coordination and support. Coordinates orientation and admissions process for Women In Transition (WIT) participants. Applies the YWCA mission in all aspects of work and professional conduct, and communicates the racial justice imperative to new program participants. 

Hours: Department operating hours (for point of contact and back-up purposes) are 8:00 a.m. - 5:00 p.m. Individuals will be scheduled to work within those hours with some flexibility on lunch breaks depending on coverage needs and other staff schedules. Given the demands of residential housing, this position full schedule is on-site, in office.

Provides Administrative Support for WIT Program

• Maintains mass communications with participants on events, facilities updates and community resources. 
• Manages graduate post exit surveys and reporting.
• Manages rent and late fee processing for the program, correspondence with participants in collaboration with program director and finance department.
• Serves as HMIS administrator, collating data and reports as required by the county in conjunction with the Director of Housing

Coordinates the Admission Process for WIT Program

• Responds to and screens all inquiry calls and emails on inquiry line and referral email.
• Coordinates referrals and scheduling of intakes. 
• Facilitates weekly 2-3 hour intake orientation sessions including facility tours, intake drug screens and 1:1 meetings with scheduled applicants.
• Collects collateral information and follows-up with all applicants to inform them of admissions decisions and any treatment recommendations made by team.
• Hosts WIT Info Sessions for referring partner agencies.
• Schedules, meets with and reviews lease-up paperwork with all applicants approved for admission. 
• Inputs all new admits into HMIS Bitfocus within 24 hours of their admission into the program. Ensures files are set-up and provided for the Participant Advocate.

Collaborates with the Community

• Coordinates volunteer orientations and assignments based on their interest and abilities.
• Supports ongoing cultivation and appreciation activities for volunteers, donors and community partners. 
• Manages volunteer and workshop participation reporting to Philanthropy department and director.
• Plans and promotes housing workshops and events within housing programs, manages event registration, helps team generate participation.

Provides Program & Facility Support

• Assists with ongoing random room inspections and drug screens for WIT participants in cooperation with Participant Advocates.
• Manages donations and informs the director when new supplies are needed.
• Adheres to the strictest professional confidentiality and ethical standards in regards to clients and client information

Education and Experience

Minimum Associate’s Degree or equivalent business courses/technical training required. Bachelor’s Degree in Social Work, Counseling, Psychology or similar field preferred. Minimum of two years of office work experience and experience responding to high volume crisis calls required. Exceptional organization skills and comfortability with Google Workspace, Microsoft Office programs and astute at task management. Prefers prior experience working with individuals experiencing homelessness in a residential setting. Ability to de-escalate when needed and utilize critical thinking skills to prioritize concerns and ensure support and stability for participants. An AHA or Red Cross endorsed Adult/Child CPR, AED, First Aid certification is required and must be maintained while in this role.

Benefits

• Dental Insurance
• Vision Insurance
• Life Insurance
• Short-term Disability Insurance
• 9 Paid Holidays and 2 Floater Holidays 
• 403(b) Retirement
• YWCA Retirement Fund (7% contribution made on your behalf after 2 years of employment)
• Employee Assistance Program
• Free YWCA Fitness Center Employee Membership (discounted family membership available)

Physical Requirements

The physical requirements described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable    individuals with disabilities to perform their job. Required certifications for the position may have stricter physical requirements and when those conflict with the job description, YWCA will follow the requirements in the certification. 

While performing the duties of this job, the individual is regularly required to talk or hear. Specific vision abilities required by this job include close and distant vision needed for using a computer and monitoring and maintaining the safety of program participants. Frequently required to remain stationary while working at a computer and perform repetitive motion tasks that may include the wrists, hands, and/or fingers. Must be able to operate standard office equipment and keyboard. Frequently required to stand, walk, bend, stoop, kneel, crouch, push, pull, reach with hands and arms. Occasionally required to ascend or descend stairs for three residential floors in an emergency (up to five floors total). May occasionally need to lift and/or move up to 25 pounds. Must be emotionally fit to provide support for program participants on a daily basis.

Required to ensure the safety and well-being of individuals by acting decisively and compassionately in high-pressure situations, including, but not limited to: the fire alarm being sounded, inclement weather, building evacuations, shelter in place and other emergencies. Must be able to perform all physical requirements for emergency CPR, AED and First Aid. 

Other Information

Employment with YWCA Central Carolinas is contingent on successfully passing all of our pre-employment screenings, including but not limited to: a drug screening, reference checks, proof of certification (if applicable) and a background check. If applicable to the position, YWCA Central Carolinas employment may be contingent on a candidate meeting driver approval criterion as determined by motor vehicle record background check. 

YWCA fully subscribes to the principles of equal employment opportunity and is committed to complying with all regulations under federal, state and local law. Recruiting and employment decisions are based on qualifications and capabilities to perform the essential functions of the job.