Neighbor Care Administrative Specialist

Mobile Loaves & Fishes•Austin, TX

2d•Onsite

About The Position

The Neighbor Care Administrative Specialist provides hands-on administrative, data, and logistical support to the Senior Director and Assistant Directors of Neighbor Care. This role is responsible for carrying out the day-to-day administrative execution that supports Neighbor Care operations, ensuring that data, documentation, communication, calendars and workflows are accurate, organized, and consistently maintained. This position plays a key role in stewarding Neighbor Care records and systems, executing Neighbor Care events and gatherings, and embodying radical hospitality through daily interactions-serving as a relational and operational anchor that helps hold the Neighbor Care team together. This is a full-time, non-exempt position reporting to the Neighbor Care Operations & Special Projects Manager. Due to the nature and requirements of the position, hours are flexible to fit need, but typically include 9am-5pm Monday-Friday. Some nights and weekends may be required. The Neighbor Care Administrative Specialist will office at Community First! Village located at 9301 Hog Eye Road, Austin, TX 78724.

Requirements

Commitment to serving those who have experienced homelessness and personal alignment with MLF's vision, mission, core values, and goals.
Demonstrates emotional intelligence, cultural competence, and the ability to work effectively and communicate joyfully with diverse populations and perspectives
2-3 years experience in an administrative or similar role
Proficiency in Microsoft 365 applications required; experience with Asana or similar project management software strongly preferred
Experience with Canva or similar online design and publishing tool strongly preferred
Strong capability to think, perform and produce results creatively and artistically with excellence and innovation
Ability to learn new software quickly and efficiently
Strong organizational skills: detail-oriented and ability to multitask in a fast-paced environment with multiple interruptions
Strong oral and written communication skills
Capability to understand and maintain confidentiality for sensitive situations
Demonstrates integrity and strives for excellence in her/his work
Adaptable and creative, able to respond quickly to communication and changing needs
Collaborative spirit with the ability to work effectively both independently and as part of a team
Must have a valid driver's license
Ability to sit or stand for a prolonged period
Ability to work at a computer for a prolonged period
Ability to move about all phases of Community First! Village properties
Ability to drive a golf cart
Ability to lift up to 40lbs

Nice To Haves

Experience with calendaring, event planning, and volunteer stewardship (preferred)

Responsibilities

Manage highly active and complex calendars for the Senior Director of Neighbor Care and Assistant Directors of Neighbor Care, including scheduling meetings, coordinating availability, booking rooms, and resolving scheduling conflicts
Provide administrative support for the Senior Director of Neighbor Care and Assistant Directors of Neighbor Care, including preparing agendas, notes, correspondence, and meeting materials as requested
Track action items and follow-ups from meetings and leadership requests, providing reminders and status updates as needed
Manage Neighbor Care written communications and document preparation, including creating, formatting, and maintaining documents, presentations, and communication materials that support leadership, staff, and operational needs
Provide resource and logistical support to the Neighbor Care team, including team calendaring, scheduling meetings and events, coordinating room and space reservations, and handling day-to-day logistical coordination
Order office supplies, program materials, and food for meetings and team needs
Manage access, permissions, and basic administration for technology tools and platforms used by the community, including adding and removing team members and neighbors from Rallyhood and Text-Em-All
Serve as site steward for the Sanctuary (large gathering space), upstairs Unity Hall and the onsite Commercial Kitchen, including scheduling, supply monitoring, and coordinating cleaning or maintenance needs
Submit work orders for spaces listed above and track completion
Perform notarial duties for Neighbor Care staff and neighbors as needed
Maintain Neighbor Care spreadsheets, trackers, and internal databases through accurate data entry and routine updates
Manage shared drives and document storage systems, apply and maintain standardized naming conventions, filing systems, and documentation practices
Update the Neighbor Care HUB to ensure files are organized, properly named, and easy to locate
Compile data and documents to support reporting, audits, and information-sharing needs
Handle sensitive information with confidentiality and care, ensuring documentation reflects dignity and respect for neighbors and staff
Provide administrative and hands-on support for Neighbor Care events and gatherings, including team meetings, celebrations and off-site activities
Order supplies and food for events and meetings, including picking up food from vendors as needed
Prepare printed materials, packets, and supplies in advance of events
Provide hands-on support for event setup and teardown, including space configuration, furnishings, signage, food and beverage setup, trash management, and post-event reset
Provide on-site event support as needed, including hospitality, troubleshooting, and day-of coordination
Manage neighbor contractors for event support
Attend regularly scheduled staff and Neighbor Care team meetings
Assist MLF and Neighbor Care team in achieving our goals, especially caring for neighbors
Assist Neighbor Care leadership and other departments as needed
Other Duties & Responsibilities as needed