Position: Housing Services Administrative Assistant (.5 FTE)
Department: Senior Housing Services (SHS)
Status: Part-time, non-exempt
Hours: Monday-Friday, 9:00 AM –1:00 PM
Compensation: $28.00 per hour
Reports to: Senior Housing Services Manager
About Us
St. Mary's Center is a community of hope, healing, and justice dedicated to helping older adults age with dignity by addressing housing instability, poverty, food insecurity, and social isolation. Through our Aging with Dignity model, we provide a continuum of person-centered services, including street outreach, coordinated entry, housing navigation, transitional housing, tenancy sustaining services, aging in place supports, and a vibrant Community Center, while empowering older adults to shape solutions through leadership and advocacy.
This is an exciting time to join St. Mary's Center. We are growing our impact, strengthening our programs, modernizing our systems, and expanding affordable housing opportunities for older adults in partnership with community organizations. We are seeking passionate, collaborative professionals who are energized by innovation, committed to excellence, and inspired to make a meaningful difference in the lives of older adults every day.
Position Summary
The Housing Services Administrative Assistant provides administrative, scheduling, participant support, and program coordination services for the Senior Housing Services Department. The position supports Housing Clinic operations, Coordinated Entry processes, Housing Navigation, Transitional Housing, Outreach, and Tenancy Sustaining Services activities.
This position serves as the primary administrative support role for Housing Services and helps ensure efficient participant flow, accurate documentation, timely communication, and organized program operations.
Essential Duties and Responsibilities
Housing Clinic Operations (30%)
- Support Housing Clinic preparation and logistics
- Coordinate participant communication regarding services and appointments
Intake & Coordinated Entry Support (20%)
- Assist participants with digital membership applications
- Support Coordinated Entry assessment scheduling
- Monitor SHS Housing Navigation program referrals and waitlists
- Monitor assessment scheduling needs
Administrative Support & Office Coordination (30%)
- Answer phones and respond to participant inquiries
- Prepare administrative documents, resource materials, and flyers
- Maintain digital filing systems and records
Data Entry & Program Tracking (10%)
- Support HMIS and Salesforce data entry activities
- Support quality assurance projects
Outreach & Participant Engagement Support (10%)
- Assist with outreach event logistics
- Sort and distribute participant mail and support communication activities
- Assist with department workshops and group activities
- Support department events and special projects
Performance Expectations
- Participant communication completed timely
- Waitlists and participant tracking systems maintained
- Administrative support needs met effectively
- Documentation support completed accurately
- Data entry standards achieved
- Department operations supported efficiently
Minimum Qualifications
- High School Diploma or GED required
- Associate degree preferred
- Two years of administrative support experience
- Experience working in human services, healthcare, housing, or nonprofit settings preferred
- Strong organizational and communication skills
- Proficiency with Microsoft Office and database systems
- Valid California Driver’s License
Preferred Qualifications
- Experience with HMIS, Salesforce, or similar systems
- Experience serving older adults or vulnerable populations
- Bilingual or multilingual skills
General Staff Expectations
- Promote a safe, respectful, and inclusive environment
- Support the mission and values of St. Mary’s Center
- Maintain professionalism and confidentiality
- Follow agency policies and procedures
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In general, while performing the duties of this job, the employee is expected to stand; walk; sit; reach with hands and arms; and talk or hear.
- Ability to sit, stand, walk, bend, and communicate effectively throughout the workday.
- Ability to occasionally lift and/or move up to 20 pounds.
- Ability to use computers, phones, tablets, and related technology for documentation and communication.
Equal Employment Opportunity
St. Mary’s Center is an equal opportunity employer and is committed to an active Equal Employment Opportunity. We celebrate diversity and are committed to an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information or veteran status.
In compliance with the California Fair Chance Act, St. Mary’s Center will consider qualified applicant with a criminal history pursuant to the California Fair Chance Act.
