Administrative Assistant

Are you passionate about making a meaningful impact on families in need through your work? Do you aspire to be part of a team dedicated to seeing families thrive, heal, and reunite? Do you believe that collaboration and compassionate partnerships can transform lives? Are you ready to help vulnerable families on their journey toward reconciliation and restoration?

At Hope for the Future Visitation Center, our mission is to provide a safe, welcoming, home-like setting where children in foster care engage in court-ordered, supervised visitations and stay connected with their families. Through organized visits, we provide spaces for family time to build trust and improve relationships, aiming for better futures. Rooted in faith and driven by hope, we strive to help transform lives by working directly with families in need, to foster trust, healing, and stronger connections, empowering them on their path toward reunification and a shared future.

POSITION OVERVIEW

Our Office Manager will play a key role in ensuring the smooth and efficient operations of the office. They will oversee daily activities, manage office employees, and uphold a productive and organized work environment. This will include recruiting and retaining reliable, skilled team members who are strategically placed to advance the organization’s mission.

Success in this role will require strong organizational and multitasking skills, essential for keeping daily operations running smoothly. Effective communication and interpersonal abilities are key to fostering a positive work environment and coordinating with team members across departments. Success also requires leadership qualities, such as the ability to manage staff, resolve conflicts, and motivate employees to perform at their best.

KEY RESPONSIBILITIES

Greets guests and clients at the office front desk.
Answers telephone calls and emails from professionals and clients and directs them to the appropriate staff.
Maintains, organizes, and prints the daily office schedule.
Coordinates with other staff to maintain clean and organized visitation rooms.
Print and file Visitation Request forms and schedule meetings/visitation.
Appropriately and timely file documentation of all family clients.
Report all issues and concerns to the Office Manager and/or Executive Director.
Create and maintain monthly case log reports.
Coordinate volunteer duties and hours.
Maintain office records virtually and physically.
Attend all meetings as needed.

QUALIFICATIONS AND REQUIREMENTS

High school diploma or equivalent.
Experience in business administration, human resources, social studies, or a relevant field.
Strong written and verbal communication skills to produce reports, accept instructions, handle case files, etc.
Organization and the ability to multitask to complete various tasks.
Flexibility to help adjust to new tasks should the company or office need to change.
Strong interpersonal skills to interact positively with all employees, clients, or organizations stakeholders daily.
Attention to detail to ensure tasks are completed thoroughly and correctly.
Working knowledge of databases and MS Office (knowledge of Excel) and Google Programs
Ability to communicate effectively with diverse people.
A pleasant, outgoing personality

COMPETENCIES

Integrity — The job requires being honest and ethical.
Stress Tolerance — The job requires accepting criticism and dealing calmly and effectively with high-stress situations.
Dependability — The job requires being reliable, responsible, dependable, and fulfilling obligations.
Initiative — The job requires a willingness to take on responsibilities and challenges.

POSITION REPORTS TO: Office Manager/Executive Director
HOURS AND SALARY: Based on availability and level of experience and education.
POSITION TYPE: Full-Time/Part-Time
JOB CATEGORY: Administrative

What city will this job located in? Oklahoma City, OK

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