DREAM CENTERS MARY’S HOME

JOB DESCRIPTION

ADMINISTRATIVE ASSISTANT, TO MARYS’ HOME EXECUTIVE DIRECTOR

Updated August 1, 2017

ORGANIZATION OVERVIEW

Dream Centers is a faith-based non-profit organization founded in 2011 to provide health and hope to people of Colorado Springs who are working to rebuild their dreams. Mary’s Home, a project of Dream Centers opened in 2015. Mary’s Home is a faith-based supportive housing program that provides single mother families with the opportunity to gain supportive relationships, holistic health, life skills, economic self-sufficiency and community resources, to be able to exit homelessness permanently

JOB SUMMARY

The Administrative Assistant supports and assists the Mary’s Home Executive Director with management administration, relationships, and communications, including office management, financial accounting, security and emergency management systems, family advocacy and program reporting and outcomes systems, grant writing and audits, family sponsorships, family admissions, and other general duties.

REPORTING AND WORKING RELATIONSHIPS

The Administrative Assistant reports to the Mary’s Home Executive Director, works in close coordination with the Program Manager, Family Advocates and other Mary’s Home staff, lead volunteers, partners, and service providers, as well as the Dream Centers support staff and executive staff.

ESSENTIAL JOB FUNCTIONS

Relational Job Functions

·  Maintain a personal relationship with Jesus Christ, be a consistent witness for Jesus Christ, maintain a Christ-like attitude with people, and uphold the Dream Centers ministry in prayer.

·  Maintain regular participation in a local Bible-based church, including building relationships within the body of Christ and supporting the church through regular tithing.

·  Foster healthy and supportive relationships and team work with staff, volunteers, mothers, children, partners, service providers, donors, guests and other advocates in the local community.

·  Learn, understand, and adopt best practices and trauma-informed care for the mothers and children in residency and their extended family members who interact with Mary’s Home.

·  Act as a liaison between mothers and staff and therapists in the case of trauma-based reactions while performing family assessments, family advocacy services or other program functions.

·  Act as an advocate for single mothers and their children who are homeless, raising awareness of their plight and their potential, and influencing greater community involvement on their behalf.

·  Uphold all ethical standards within the program through training, documentation, communications, and structure and assist with coaching staff and key stakeholders in these ethical standards.

·  Build and foster a healthy, caring and professional relationship with the Executive Director and other ley staff to assure open communications and effective and efficient program operations.

Operational Job Functions

·  Assist the Executive Director with the management of administrative phone calls, emails, scheduling and calendars, including individual and group schedules, staff meetings, partner meetings, special events, training venues, and other activities.

·  Oversee the organization, inventory management, and accounting of the business operations of the offices and office storage areas, including office equipment, office supplies, donor support items, food and hospitality supplies, furniture items and other items and program supplies.

·  Manage internal financial accounting systems including purchase orders form administration, purchase order spreadsheet audits, credit card and petty cash management, vendor file systems, accounts payable recordkeeping, and safe systems and usage.

·  Manage security and emergency management systems, machines, and reports, including gate code assignment and reports, camera viewing and reports, alarm systems, vehicle tracking records, disaster preparedness supplies, fire and medical supplies, and evacuation operations.

·  Assist with weekly and monthly reviews, audits, and reports of Family Confidential Records books and on-line records to assure timely, accurate, complete and professional recordkeeping for family advocacy and program operations outcomes and legal records.

·  Assist with the coordination of staff and family schedules for quarterly Family Growth Evaluations; assure distribution of evaluation tools, provide staff training in evaluation process, and oversee administration of staff evaluations of family growth and assure compilation of summary reports.

·  Review, audit and assure ongoing data entry for case management software systems, generate monthly family growth reports and program outcome reports for staff and key stakeholders, and assist with grant applications and audits.

·  Assist Executive Director and Program Manager with Family Sponsorship management including administration, communications, special events, recognition and other duties.

·  Manage family screening and admissions administration including monitoring, evaluating and recording weekly requests for family admissions, screening potential families on the phone, informing families of eligibility status, and referring and praying with families.

·  During open admissions rescreen eligible families, schedule interviews, process applications, inform families of outcomes, assure unit preparation, and schedule admission activities.

·  Participate in weekly operations and prayer meetings, weekly meetings with Executive Director monthly Dream Centers and Volunteer training meetings, and informal meetings as needed.

Capacity Building Job Functions

·  Develop and maintain a personal wellness plan, and be accountable to others through personal and professional relationships, including staff, for self-care and personal growth.

·  Attend Dream Centers and other professional training to develop knowledge and skills in leadership, non-profit management, family and child development, trauma, outcomes, etc.

·  Attend and participate in Mary’s Home special events and tours, Dream Centers special events, and community networking meetings and events as the schedule allows.

·  Inform the staff, families and volunteers about new information, expectations, requests and instructions from the executive staff in the areas of management administration.

·  Work with Executive Director to provide relational and technical support and guidance to staff in design and implementation of outcome and impact studies, methods, and reports.

·  Develop a research and resource base of current outcomes measurement methodologies and statistics and provide informal and formal training to staff on an ongoing basis.

FUNCTIONAL JOB COMPETENCIES

·  Interpersonal Communications: Demonstrates the ability to listen well, be sensitive to others feelings and thoughts, accurately interpret others language, concerns, strengths and limitations, clarify others points of view, ensure others feel heard and understood, understand and accept differences in cultural values and norms, and earns respect and trust through relationship.

·  Relationship Building: Demonstrates an open, friendly, kind, accepting and respectful manner consistently, viewed as approachable and interested in others, develops and maintains high-quality professional relationships and networks in the organization and community, is teachable and willing to have ideas, perspectives, and practices reshaped in professional development.

·  Planning: Develops plans and goals for areas of responsibility and contributes to strategic planning for Mary’s Home. Identifies specific actions steps, accountabilities and timelines for completion, prepares realistic estimates of resource requirements, balances planning with day-to-day efforts, and standardizes work processes to facilitate effective planning efforts and outcomes.

·  Execution: Effectively manages time and priorities by focusing on highest priority tasks and working efficiently. Establishes due dates, meets dates, without procrastination, holding self and others accountable. Uses backup plans, conducts follow-up, informs appropriate parties of delays, ensures jobs are completed effectively, routinely under-promises and over-delivers.

·  Decision-making: Uses appropriate knowledge in making decisions, gathers additional information and the input of others when necessary, considers alternative solutions before making decisions, bases decision on sound logic and rationale. Advances problems towards resolution when uncertain, chooses the best alternative, makes timely and sound decisions.

·  Coaching and Developing: Creates an effective learning environment through coaching and mentoring partnerships with others in the work environment, encourages others to recognize their strengths and skill sets, uses language and actions to build up individuals and teams, facilitates learning opportunities, provides relevant high-impact feedback, is an effective role model.

·  Organizational Knowledge: Understands and articulates organizational culture and goals to affect change. Accurately explains organizational vision, mission, values, structure, services and interrelated functions. Understands and explains the reasoning behind policy and procedures. Understands, accepts and communicates political realities, and navigates competing interests.

·  Family and Child Development: Understands and articulates program design, best practices, and trauma-informed care for mothers, children, and their extended families. Understands and articulates child development, childcare, child protection, parenting and family issues relevant to homelessness and program. Communicates and advocates for best practices in various settings.

JOB QUALIFICATIONS AND EXPERIENCE

·  Personal relationship with Jesus Christ

·  Management administrative experience and knowledge required.

·  Minimum of three years of experience – degree preferred.

·  Experience in social work, case management, administration, leadership preferred

·  Certifications / Licensing: Obtain certifications in trauma-informed care and other relevant areas

·  Other Required Skills: Proficient in office management software, management reporting tools

WORKING CONDITIONS

·  Schedule is select weekdays 8 am to 5 pm, occasional evenings and weekends

·  Travel requirements include ability to travel occasionally

·  Work environment is residential community setting, standard office and occasional home office

·  Physical demands include some lifting or exertion (See attached Physical Demands list)

STATUS

·  Full-time Non-exempt.

This description is not intended to be an exhaustive list of all responsibilities, skills, or working conditions associated with this job. It is intended to be a reflection of the principal job elements essential for making compensation and employment decisions. I have read and understand the requirements above and I am able to perform the essential responsibilities for this position.

Physical Requirements Administrative Assistant to Executive Director for Mary’s Home.
Frequency of Required Exposure / Use

Working Environment

/ Seldom / Occasional / Frequent
Cold (50o F or less) /

X

Heat (90o F or more) /

X

Gases/Fumes/Dust /

X

Heights /

X

Noise / / X
Climbing (Stairs/Ladders) /

X

Driving / /
X
/
Standing / /

X

Sitting /

X

Walking / /

X

Bending / /

X

Work with Others /

X

Working Alone /

X

Crawling or Kneeling /

X

Repetitive Movements /

X

Office Machines

Telephone /

X

Facsimile (Fax) /

X

Calculator /

X

/
Computer/Mouse/Printer / X
Copier / X
Moving Heavy Items: / Seldom /
Occasional
/
Frequent
Lifting/Lowering / X
Pushing / X
Reaching Over Shoulder /
X
/
Reaching Forward /
X
/
Carrying / X
Other Requirements: / Seldom /
Occasional
/
Frequent
Visual Acuity: Near / X
Visual Acuity: Far / X
Color Discrimination / X
Hearing / X
Speech / X
Manual Dexterity / X
Eye-Hand Coordination / X

I have read, understood and am able to perform all of the requirements as detailed in the job description listed above.

______

Applicant or Employee Signature Date

1