Catholic Charities of Santa Clara County · 11 hours ago
Administrative Assistant, ACE
San Jose, CA
Full-time
Onsite
Entry Level
$27.24/hr - $30.21/hr
2+ years expCatholic Charities of Santa Clara County is a non-profit organization that provides essential services to the community. They are seeking an Administrative Assistant/Front Desk Coordinator to manage the front desk, coordinate communication, assist with program logistics, and maintain administrative workflows to support the Gardner Community Center's operations and mission.
CharityCommunitiesNon Profit
Responsibilities
Provide a warm, welcoming, and professional environment for all families, visitors, staff, volunteers, and partners entering Gardner Community Center
Respond to inquiries regarding Catholic Charities programs, community resources, events, and services
Assist community members with basic program or referral questions and provide warm handoffs to appropriate Catholic Charities staff
Represent Catholic Charities mission, values, and community-centered approach to all stakeholders
Support center safety by monitoring visitor entry and ensuring compliance with security protocols
Monitor and manage the main entrance to support safety and operational flow
Open and close the facility as required
Answer phones, monitor communication devices (including walkie-talkies), and relay messages promptly and accurately
Support administrative operations by maintaining calendars, organizing files, and preparing documents
Conduct data entry, manage attendance or sign-in sheets, and maintain accurate records
Take inventory, order materials/supplies, and unpack and organize deliveries
Assist the Business/Operations Team with basic bookkeeping functions as assigned
Gather quotes, prepare packets, and support the leadership team with administrative tasks
Serve as a point of contact for third-party vendors (maintenance, IT, security, telecommunications, etc.)
Provide administrative support for special projects and ACE initiatives
Support apprenticeship programs and workforce development activities as assigned
Assist with planning, logistics, and coordination for ACE programs, workshops, trainings, and community events
Schedule rooms accurately and maintain an updated shared-space calendar
Maintain daily room-usage records and prepare reports as requested
Support event setup, guest check-in, materials preparation, hosting, and cleanup
Ensure office equipment and shared spaces are maintained and fully operational
Qualification
Required
Minimum of 2 years of receptionist or administrative experience
Experience working in community-based, nonprofit, or social service settings
Bilingual in English and Spanish required
Strong interpersonal skills and enthusiasm for working with diverse families and community members
Ability to work respectfully and effectively with individuals from diverse cultural, economic, and linguistic backgrounds
Knowledge of local community resources and ability to provide appropriate referrals
Strong communication and customer service skills
Ability to maintain professional boundaries and confidentiality
Excellent organization, time management, and multitasking abilities in a high-paced environment
Proficiency in Microsoft Office, Google Suite, Zoom, and related software
Ability to produce accurate work with attention to detail
Flexible, proactive, adaptable, and able to work both independently and as part of a team
Knowledge of modern office methods, filing systems, and basic administrative procedures
Ability to work at a desk for extended periods of time
Ability to use a computer workstation
Ability to lift up to 25 lbs
Criminal background check via livescan fingerprint
Must have a TB test performed and submit results
Automobile, valid driver's license and auto insurance per agency policy; or have access to reliable transportation
Company
Catholic Charities of Santa Clara County
Catholic Charities of Santa Clara County serving and advocating the need for families and local.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
John A. Perales Sr.
Director of Family-Centered Community Partnerships
Rose Fried
Refugee Foster Care Parent Partner/Family Preservationist
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