Administrative Assistant

Overview We are seeking a dynamic and highly organized Administrative Assistant to join our team! In this vital role, you will be the backbone of our office operations, ensuring smooth daily functions and exceptional support for staff and clients alike. This position offers an exciting opportunity to showcase your office management skills, technical proficiency, and customer service expertise in a fast\-paced environment. Your energetic approach and attention to detail will help foster an efficient, welcoming workspace where productivity thrives. The Administrative Assistant provides essential operational and administrative support to ensure the effective functioning of the Kansas Statewide Homeless Coalition (KSHC). This role supports program staff, leadership, and program activities by managing internal communications, coordinating logistics, maintaining records, and assisting with project tracking. The position requires strong organizational skills, attention to detail, and a commitment to supporting initiatives that address homelessness across Kansas. Key Responsibilities Administrative Support Provide day\-to\-day administrative support to KSHC staff and leadership. Manage calendars, schedule meetings, travel arrangements, and coordinate appointments. Prepare meeting agendas, take minutes, and distribute follow\-up materials. Maintain and organize digital and physical filing systems. Handling confidential correspondence and preparing, editing, and distributing correspondence, reports, presentations and other documents. Supporting the onboarding and off boarding process and coordinating orientation sessions. Collecting and distributing mail. Analyzing and improving office processes to enhance operational efficiency. Communications Serve as a point of contact for general inquiries via phone and email and routing inquiries to the appropriate personnel. Draft, format, and distribute internal and external communications. Support coordination of newsletters, announcements, and outreach materials. Program \& Project Support Assist with tracking deadlines, deliverables, and reporting requirements for grants and projects. Support logistics for trainings, webinars, and events (registration, materials, and follow\-up). Help compile data and documentation for reports and funding applications. Data \& Records Management Enter and maintain accurate data in internal systems and administrative databases. Ensure compliance with record\-keeping requirements, including confidentiality standards. Support document preparation and version control for policies and program materials. Financial \& Operational Support Assist with basic financial tasks such as processing invoices, reimbursements, and expense tracking. Support procurement and inventory of office supplies. Coordinate travel arrangements and reimbursements for staff when needed. Qualifications High school diploma or equivalent required; associate or bachelor’s degree preferred. 2\+ years of administrative or office support experience, preferably in a nonprofit or social services setting. Proficiency in Microsoft Office (Word, Excel, Outlook) and virtual collaboration tools (e.g., Zoom, Teams). Strong written and verbal communication skills. Excellent organizational and time management skills with the ability to manage multiple priorities. Attention to detail and accuracy in data entry and documentation. Preferred Qualifications Experience supporting grant\-funded programs or working with government or nonprofit reporting requirements. Familiarity with homelessness services, housing programs, or community\-based organizations. Experience with database systems event management tools. Professionalism, reliability and positive attitude, with a willingness to assist and meet the needs of others. Pay: From $21\.88 per hour Benefits: Dental insurance Flexible schedule Flexible spending account Health insurance Life insurance Paid time off Parental leave Retirement plan * Vision insurance Work Location: In person