Administrative Assistant - Military FRC
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Skills
About the role
POSITION PROFILE:
Are you passionate about supporting military families and creating a warm, clean, and welcoming space where military families feel comfortable, connected, and supported? This is a part-time position that reports directly to the Military Family Resource Center (MFRC) Senior Program Director. The Administrative Assistant is responsible for the administrative function of the MFRC office and provides clerical support for the San Diego Military Family Collaborative (SDMFC). This position requires excellent organizing skills, interpersonal skills, scheduling, proficiency with Office 365 and database management. Center hours Mon. – Fri. 8:30 – 5:00 pm.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:
- Provide front desk coverage, including greeting guests, answering phones, responding to inquiries, and supporting periods of high traffic.
- Orient and assist new employees, interns, volunteers, and trainees with office procedures, supplies, keys, and access.
- Maintain a clean, safe, organized, and welcoming MFRC, including coordinating janitorial services, maintenance requests, manage room reservations, and office equipment needs.
- Manage incoming and outgoing mail, packages, deliveries, and interoffice correspondence.
- Maintain current knowledge of MFRC programs and services to accurately answer questions and connect families with appropriate resources.
- Maintain organized paper and electronic files, records, on the MFRC SharePoint site.
- Track, order, receive, organize, and stock office supplies.
- Support MFRC programs, events, and outreach with logistics, set-up, promotion, participant support, and other administrative needs.
- Coordinate and support program staff on newsletters, calendars, social media, promotional materials, in-kind donations, space reservations, and other cross-team needs.
- Provide limited resource navigation, referrals, and follow-up to military-connected families as needed. Document and track resource request using Resource Request Tracker.
- Gather and share feedback from military families and community members to inform MFRC services and programming.
- Ensure MFRC safety protocols, supplies and equipment are up to date and operational to include AED, first aid station, and fire extinguishers.
- Maintain confidentiality of participant, employee, volunteer, donor, and agency information.
QUALIFICATIONS (Education, Experience, and Certifications):
- 1-2 years experience working directly with military-connected families (preferred)
- 1- 2 years’ experience as an administrative assistant or similar position
- High School diploma, some college preferred
- Proficient in Microsoft 365 and database management
KNOWLEDGE, SKILLS, AND ABILITIES:
- Effective oral and written communication skills
- Well-experienced using spreadsheets, database and word processing software
- Ability to meet deadlines and manage multiple priorities
- Exceptional customer service skills
- Capable of working independently and responsibly
- Strong interpersonal and organizational skills
- Works well with a broad range of diverse, cultural, and socio-economic populations and backgrounds
- Maintain confidentiality is a must.
- Access to reliable transportation and able to use it for job-related tasks
Military FRC center hours are Monday through Friday, 8:30 am - 5:00 pm
# OF HOURS: Part-Time, 20 hours