Administrative Manager

ABOUT US

Founded in 1991, Hope Solutions "formerly Contra Costa Interfaith Housing" is a vibrant and socially responsive non-profit agency that provides permanent housing and vital support services to over 2,000 families and individuals in Contra Costa County who are homeless or are at risk for homelessness. Over 40 faith-based communities support our work, although there are no religious requirements or affiliations required to receive services.

Are you seeking a new role that fully utilizes your talents and potential—while helping to make the world a better place? If so, please read on!

What are you passionate about?

At Hope Solutions—we envision a world in which everyone has a place to call home and the support of a strong community so that they can live with dignity and reach their full potential. We strive to be inclusive and responsive to community needs. We are committed to excellence and accomplish our work with integrity, respect, compassion, and humility.

Hope Solution's mission is to heal the effects of poverty and homelessness by providing permanent housing and vital support services to highly vulnerable families and individuals.

Could our mission be your mission?

Learn more about us @ hopesolutions.org

TEAM SNAPSHOT

We’re adding to our team of passionate folks—who are on a mission to help make the lives of others better—through services and support that lead to a higher quality of life for our clients.

We’d like to learn more about you—apply for the role! What’s our team like?

Here’s a snapshot of some of the folks at Hope Solutions who help advance our vision to achieve—secure housing and the dignity of self-sufficiency for the homeless and at-risk families and individuals in Contra Costa County.

A FEW OF US...

Deanne—Chief Executive Officer—lives in Central Contra Costa County with her husband and three children. She enjoys hiking the East Bay hills, camping, reading, cooking, and cheering too loudly at her kids’ games.

Alex—Chief Operating Officer— lives in Walnut Creek with his wife, son, and dog. Alex has an MSW and is a self-described macro social worker. He is an avid reader and a huge baseball fan (Go Giants!). He loves spending time at home with his family making food, listening to jazz, and relaxing.

Bill—Director of Housing Programs—lives in Central Contra Costa County with his partner and is involved in raising his godson. Bill is a licensed Marriage and Family Therapist who has been working with under-served populations for more than 20 years. He also serves on the Contra Costa County Healthcare for the Homeless Co-Applicant Board. He enjoys reading, gardening, and meditation.

Christina—Director of Finance—lives in Pleasant Hill with her husband, three children, and their dog. In her spare time, she volunteers at her children’s schools and with Girl Scouts is on the PTA Board and local AYSO Board. She also enjoys attending her children’s many sports activities.

Tanya—Director of Housing Navigation—lives in East Contra Costa County. She is married with one daughter and two sons. Tanya has a Master's in Counseling Psychology and has worked with under-served populations for over 15 years. She enjoys music, comedy, movies, exercising, and watching basketball games.

Beth—Director of Clinical and Support Services—lives in Central Contra Costa County with her sister and son. Beth is a licensed psychologist who has been working with children and families for over 30 years. She is especially passionate about working with young children, ages birth to 5 years old, and their families. She enjoys singing, cooking, gardening, and traveling with her family.

Jasmine—Consulting Director of Strategic Initiatives—lives in Contra Costa County and is married with three children and three dogs. Jasmine has an MS in Organizational Leadership and Innovation. She is the co-convener of the Multi-faith ACTION Coalition and serves on the boards of the Emergency Food and Shelter National Board Program as well as the Tourette Association of America.

Maria—Director of Development—lives in Walnut Creek with her husband and two children. She has more than 20 years of experience in the non-profit sector, 18 years of which were spent at The Nature Conservancy, the largest private conservation organization in the world. Maria is a graduate of the University of California, Berkeley, and is a trained Life Coach. She enjoys running, hiking, traveling, and watching stand-up comedy. She believes that everyone has a natural gift, even if they need help discovering what it is.

Kristina—Director of Human Resources—lives in Cordelia with her spouse, child, and French Bulldogs. She has over 20 years of experience in leadership, operations, and people management. Kristina has a Bachelor's in Business Administration with a concentration in Human Resources and is SHRM-SCP certified. She enjoys spending time with family, yoga, indoor cycling, hiking, and loves to laugh. She believes if you look for the good in all things, you will find it.

WHO WE ARE LOOKING FOR:

Hope Solutions seeks an energetic Administrative Manager who is flexible and responsive to support our team's and client's needs while possessing the skill set to collaborate with interdisciplinary team members and community partners. We are looking for compassionate service-driven individuals who fundamentally believe in the potential of others.

The Administrative Manager is responsible for managing the day-to-day administrative processes and efforts of Hope Solutions. They have excellent communication and organizational skills and are result-oriented. As an Administrative Manager, you will supervise daily support administrative functions of Hope Solutions and plan the most efficient administrative procedures. You will also lead the administration team to complete a range of administrative tasks and duties to support the Hope Solutions staff.

WHAT YOU WILL DO:

Leadership Role:

• Active participation and contribution to the Management Team of Hope Solutions.
• Hire, onboard, supervise, develop, and evaluate staff, providing weekly individual supervision meetings and overseeing a monthly team meeting. Review individual work plans and support team members to achieve work plan goals.
• Ensure compliance with policies, procedures, standards of practice, and outcome measures for the programs, consistent with the contracts.
• Active participation and contribution to the Management Team of Hope Solutions.

Office Administration:

• Directs office activities and functions to maintain efficiency and compliance with Hope Solutions policies, procedures, and relevant laws and regulations.
• Manage and maintain accurate and up-to-date paperwork for Hope Solutions, including business licenses, bylaws, LLC, insurance, GPAC, org chart, and other relevant documents.
• Coordinate and manage office services and supplies budgeting, purchasing, and inventory control.
• Ensure a smooth and adequate flow of information within Hope Solutions.
• Identify process bottlenecks and offer solutions for improvement.
• Oversee and provide administrative support to the Leadership Team, including document preparation, email, telephone correspondence, and presentation development and research.
• Oversee and plan/organize meetings and events, including securing rooms/sites, securing food, agendas, logistics, and setting up.
• Coordinate documents and correspondence, including letters, reports, emails, presentations, memos, etc., using appropriate tools for required work, including Microsoft Outlook, Word, Excel, and PowerPoint, to track, document, and report data.
• Handle confidential and sensitive information with discretion and professionalism.

IT Support:

• Interface with contracted IT vendors to ensure computer needs are being met.
• Provide technical support to Hope Solutions staff on hardware, software, and network-related issues.
• Install, configure, and troubleshoot desktop laptops, phones, printers, scanners, and other peripherals.
• Set up and manage user accounts, emails, cybersecurity, and software applications.
• Maintain and troubleshoot network connectivity and related issues.
• Create and maintain documentation of procedures, inventory, and technical issues.
• Conduct training sessions for employees on basic computer usage, cybersecurity, and software applications.
• Monitor system cybersecurity, backups, and ensure data security and integrity.
• Analyze needs and purchase new laptops and phones for staff.
• Stay up to date with new technologies and industry trends.
• Collaborate with outside vendors to aid with identifying and resolving complex technical issues.

Cultural Responsiveness:

• Awareness of and aptitude to understand, respect, and adapt to cultural and identity-based differences within group environments appropriately and effectively.
• Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion and belonging.
• Experience fostering and reinforcing an environment that values unique experiences, cultures, and personal humility.
• Participate in and complete our new employee onboarding process, which includes reading and discussing a short chapter in the book, The Color of Law.

Organizational/Administrative Responsibilities:

• Professionally represent Hope Solutions in all circumstances.
• Comply with all legal/ethical professional guidelines for maintaining consumer confidentiality, adhering to HIPAA guidelines, protecting consumer rights, advocating on consumers’ behalf, and assuring consumer safety.
• Comply with all local, state, and federal regulations and Hope Solutions policies and procedures.
• Perform other duties and responsibilities as assigned.

Position Qualifications:

• BA degree in a related field is recommended; equivalent experience will be considered.
• Strong organizational skills, time management, follow-up, and project management skills.
• Able to work independently with minimal supervision.
• Strong interpersonal skills and an ability to work in a small office environment.
• Ability to learn new software systems and procedures.
• Computer proficiency in the use of Microsoft and database applications.
• Outstanding written and verbal communication skills.
• Ability to prioritize and multitask.
• Bi-lingual in English/Spanish is a plus.
• Must have an operational vehicle, auto insurance, valid California driver’s license, and be willing to drive for work.
• Must pass LiveScan screening and TB test.
• Salary contingent upon skill and experience.

Physical Qualifications-

• The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may enable individuals with disabilities to perform essential functions.
• While performing the duties of this job, the employee is regularly required to sit at their desk for an extended period; use hands to finger for computer keyboard input; handle or feel objects, tools, or controls; and reach with hands and arms.
• The employee frequently is required to talk or hear.
• The employee must frequently lift and move up to 10 pounds and occasionally lift and move up to 25 pounds.
• Specific vision abilities required by this job include close vision.
• Mobility to use standard office equipment, including a computer, vision to read printed materials, a computer screen, and hearing and speech to communicate in person and over the telephone.

Compensation & Benefits:

• Flexible, dynamic work environment
• 100% premium paid for employee Kaiser health and dental care.
• Matched 403b retirement savings.
• 10 paid holidays, plus 2 floating holidays.
• Ability to accrue 2-4 weeks' vacation depending on tenure.
• Life insurance and Employee Assistance Program.

We are an equal opportunity employer. If you're a good fit, we want to meet you!