Job Description
Position Summary:
In this dynamic support role as Program Administrator, you'll manage program communications, including voicemails and email inquiries, coordinate records requests and subpoena responses with attention to confidentiality and legal compliance, collect and analyze client satisfaction survey data to inform service improvements, compile monthly program statistics and reports, and support the Chief Client Services Officer with scheduling and meeting preparation. Coordinate logistics for staff meetings, events, and gatherings that build organizational culture and connection, from ordering meals and setting up meeting spaces to arranging occasional deliveries.
If you thrive on variety, love being the go-to person who makes things happen, and want your organizational skills to contribute to ending domestic violence, this is your opportunity. You'll work across departments, support meaningful programs, handle everything from mail distribution to meeting logistics, and be part of a mission-driven team where your attention to detail and warm professionalism make a real difference.
Key Responsibilities:
Programs Operations & Communications
- Manage client voicemail system, ensuring timely and professional response to inquiries.
- Monitor and respond to inquiries at [email protected], routing them appropriately.
- Maintain and update the internal phone list, distributing to appropriate staff members.
- Collect agenda items for Programs Senior Director meetings and support meeting coordination.
- Manage the Chief Client Services Officer's schedule and calendar.
Data Management & Reporting
- Collect, maintain, and enter data from client satisfaction surveys weekly.
- Assist in tracking and compiling program statistics each month for reporting purposes.
- Assist the Chief Client Services Officer with monthly reports, including mileage and credit card reconciliation.
- Prepare monthly Lyft transportation reports and language line usage reports.
Records Management & Legal Coordination
- Coordinate subpoenas/requests for client records with attention to confidentiality and legal compliance.
- Support staff in copying records when requested by clients or attorneys in response to subpoenas.
- Maintain organized filing systems that ensure efficient retrieval and protection of sensitive client information.
Mail, Correspondence & Donations
- Pick up, sort, and distribute agency mail and in-kind donations to appropriate departments.
- Prepare interoffice and community correspondence for mailing.
- Coordinate occasional meal and flower delivery orders.
Agency Events & Meeting Support
- Provide logistical support for agency gatherings, including Connection meetings, Town Halls, Listening Sessions, Holiday Party, and staff lunches.
- Copy materials, set up meeting rooms, and order meals for events and meetings.
- Ensure welcoming, organized spaces that support staff engagement and organizational culture.
Cross-Departmental Support
- Provide backup administrative support for Executive Administration as needed.
- Collaborate across departments to ensure coordinated operations and communication.
- Perform other job-related duties as assigned to support the agency's mission and programs' effectiveness.
Other Duties:
Performs other job-related duties as assigned
- High School Diploma
- At least two (2) years of experience in an administrative assistant role.
- Experience in a domestic violence agency preferred, but not required.
Licenses and Certifications:
Valid Texas Driver’s License and a clear driving record.
Knowledge, Skills, and Abilities:
- Ability to utilize Microsoft Office Suite, with expertise in Outlook and Calendar Management.
- Knowledge and experience working on maintaining a database.
- Knowledge of standard office practices and procedures.
- Ability to maintain accurate records.
- Ability to drive an agency vehicle carefully and safely.
- Ability to maintain confidentiality of client information, records, and office location, and able to handle sensitive information with the highest degree of integrity and confidentiality.
- Ability to maintain and organize projects and independently prioritize assigned tasks.
- Ability to exhibit polite and professional communication in person, via phone, e-mail, and mail.
- Ability to independently resolve routine problems and make decisions.
- Ability to draft, read, and comprehend a variety of correspondence.
- Ability to multitask, perform, and remain calm in high-stress environments.
- Skilled in written and oral communication skills.
- Excellent interpersonal skills and able to communicate and work effectively with multiple personalities and communication styles.
Mental and Physical Duties:
Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking. Limited amount of physical effort required associated with walking, standing, lifting, and carrying light objects (less than 25 lbs.) frequently
Working Conditions:
Work is performed indoors; high social contact with outside clients and works closely with other staff members; communicates daily with people by phone, email, and in-person. Usually works 40 hours per week, but must be available to work additional hours to meet deadlines or assist with client needs.
Essential Personnel Designation: Non-Essential
Non-essential employees will follow Dallas Independent School District (DISD) closure/delay decisions and are expected to work remotely or use PTO during inclement weather. Refer to The Family Place Inclement Weather Policy for complete details.