Administrative Specialist

Description

Mission: LGBT Life Center advances health, wellness, and belonging for LGBTQ+ communities and people living with HIV, driven by passion and the belief that everyone deserves joy and dignity. 

Who We Are: LGBT Life Center is a trusted leader serving Hampton Roads since 1989 (formerly known as CANDII House and ACCESS AIDS Care). We strengthen the LGBTQ+ community and individuals living with HIV through health and wellness services, supportive housing, food programs, education, and advocacy. Our work is rooted in community care, inclusion, and health equity.

Overview: The Administrative Specialist provides essential administrative and operational support to ensure efficient daily operations across the organization's healthcare, supportive services, and community programs. This position assists with office coordination, recordkeeping, communication, and general administrative functions while maintaining a welcoming, inclusive, and professional environment. Working collaboratively with clinical, administrative, and social services teams, the Administrative Specialist supports organizational efficiency, positive client experiences, and the organization's mission.

This is a part time, non-exempt position that reports to the Director of Housing.

Schedule: Monday & Fridays 8:30 AM - 5:00 PM. (16 Hours per Week)*

*This part-time position is regularly scheduled for Mondays and Fridays, with opportunities for additional hours to provide coverage during employee absences, scheduled time off, and other operational needs.

Job Location: Hampton VA Office (20 Settlers Landing Rd Hampton VA 23669)

Client Services & Organizational Support

• Greet and assist clients, patients, visitors, and community partners with professionalism, courtesy, and compassion.
• Respond to general inquiries, telephone calls, and requests for information, directing individuals to appropriate personnel or departments.
• Provide general information regarding organizational programs, healthcare services, and community resources.
• Assist individuals in navigating available services, including housing, food assistance, transportation, and other supportive programs.
• Apply trauma-informed, culturally responsive, and client-centered practices to foster an inclusive and welcoming environment.
• Assist with food pantry client check-in, including verifying required information, maintaining accurate participation records, and supporting an efficient and welcoming experience.
• Collaborate with clinical, administrative, and social services teams to support effective communication and service coordination.

Administrative & Office Support

• Perform general administrative duties, including data entry, filing, scanning, copying, document preparation, and electronic records management.
• Maintain accurate administrative records, tracking documents, visitor logs, and departmental documentation.
• Prepare routine reports, correspondence, and other administrative documents as requested.
• Maintain office supplies, informational materials, and organized, professional shared workspaces.
• Support internal communication and coordination between departments to ensure efficient daily operations.

Confidentiality & Operational Compliance

• Maintain confidentiality of client, patient, employee, and organizational information in accordance with HIPAA and applicable privacy requirements.
• Follow established organizational policies regarding workplace safety, visitor access, emergency procedures, and incident reporting.
• Exercise professional judgment when handling sensitive matters, escalating complex concerns to appropriate personnel.
• Perform other related duties as assigned to support organizational operations, service delivery, and mission advancement.

Additional Responsibilities

• Perform other duties as assigned by supervisor.

Requirements

• High school diploma or equivalent required; additional education in business administration, healthcare administration, or a related field preferred.
• Previous experience in administrative support, office coordination, customer service, or a related position preferred.
• Experience in a nonprofit, healthcare, or community services environment preferred.
• Experience working with diverse populations, including LGBTQ+ individuals and underserved communities, preferred.
• Ability to maintain confidentiality and comply with organizational policies and procedures.

Knowledge, Skills, and Abilities

• Strong administrative, organizational, time management, and multitasking skills.
• Excellent written and verbal communication and interpersonal skills.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Ability to prepare documents, maintain accurate records, and manage administrative workflows.
• Strong customer service skills with a commitment to culturally responsive, trauma-informed, and inclusive practices.
• Knowledge of confidentiality principles, HIPAA requirements, and professional boundaries.
• Ability to exercise sound judgment, resolve routine challenges, and escalate concerns appropriately.
• Ability to collaborate effectively with multidisciplinary teams and adapt to changing organizational priorities.
• Commitment to professionalism, attention to detail, and the organization's mission and core values.

Work Requirements

• Reliable transportation required.
• Ability to perform routine physical activities, including sitting, walking, standing, bending, seeing, hearing, and communicating.
• Work is primarily performed in office and clinical settings, with occasional work in community environments as needed.
• Occasional light to moderate lifting and driving may be required.
• Flexible or extended work hours may be necessary to accommodate organizational needs.