Warm Line Federation Administrative Assistant - Mental Health Association of San Francisco

POSITION TITLE: Warm Line Federation Administrative Assistant
POSITION TYPE: Full-time (40 hours); non-exempt
PAY RANGE: $25 - 27/hr
REPORTS TO: Associate Director of Partnerships and Outreach
HOURS:

• Hours: 9 am - 5 pm, with some evenings and weekends
• Days: Monday to Friday; some weekends; flexibility is required
• Hybrid remote work flexibility (San Francisco Bay Area)

BENEFITS:

• 100% Employer Paid Medical: Kaiser HMO or Blue Shield PPO
• 100% Dental, vision, life & long-term disability coverage; EAP
• Over 30+ days of PTO, including 10 vacation days (baseline), sick days, personal days, and major holidays
• Health and Dependent Care FSA, Commuter Check, and 403(b) options available
• Ongoing access to MHASF continuing education and skill-building workshops- all training time paid
• Excellent opportunity for advancement-over 70% of our staff have been promoted internally at least once!

ABOUT THE MENTAL HEALTH ASSOCIATION OF SAN FRANCISCO (MHASF)

MHASF is a mental health peer-run nonprofit located in downtown San Francisco and has been serving people and agencies across the Bay Area since 1947. As mental health consumers, we center the lived expertise of people with mental health challenges in our advocacy, education, and support programs. We believe that dignity and recovery in mental health are something everyone can experience. Our staff is dedicated to creating spaces for learning and healing around stigmatized and under-resourced areas in mental health-hoarding and cluttering behavior; post-hospitalization peer support; mental health and nutrition; peer mental health workforce development; and much more.

MHASF's core work is providing low-threshold, peer-based support services addressing underserved needs in individual, group, community-based, and telehealth modalities. We lead the San Francisco community in providing progressive, innovative training and technical assistance on recovery-oriented mental health topics for businesses, community-based organizations, employers of peer staff, and the general public. We also develop peer mental health workers and advocates through training, mentorship, and work and volunteer opportunities. People with lived experience of mental health challenges are strongly encouraged to apply to work with us!

OVERVIEW OF POSITION

The Warm Line Federation Administrative Assistant position will perform a wide variety of responsibilities, including general office support and administrative functions of the organization. The assistant is expected to be very knowledgeable in technical functions to provide support in administrative, accounting, and office management. The role requires experience and specialized-level work with a very high degree of independence and initiative. MHASF seeks a master multitasker with excellent communication skills and an upbeat attitude. The WLF Administrative Assistant should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. The assistant must be comfortable with computers, and general office tasks and excel at verbal and written communication. Most importantly, the WLF Administrative Assistant should have a genuine desire to meet the needs of others. If you are enthusiastic about peer-run mental health services and want to support a team impacting those services, you may be the person we are looking for.

TOP 3 RESPONSIBILITIES

• Provide clerical and administrative support to staff by assisting with day-to-day operations.
• Coordinate and manage external Warm Line meetings by sending calendar invitations and related emails, taking detailed minutes, and organizing project materials.
• Maintain confidentiality and act as the liaison between Operations and employees, ensuring smooth communication and prompt resolution of requests and questions.

GENERAL RESPONSIBILITIES

• Process documentation and prepare reports relating to personnel activities, including but not limited to staffing, recruitment, training, grievances, and performance evaluations.
• Provide real-time scheduling support by booking appointments and preventing conflicts. Coordinate projects, meetings, and training, and take minutes.
• Maintain contact lists for various projects, including the Warm Line Core Group and Warm Line Federation.
• Provides administrative support for activities, events, meetings, and training workshops, including tech: online hosting on Zoom, WebEx, Meet, Facebook Live.
• Manage day-to-day office activities like travel management, facilities and asset management, and policy and procedures maintenance to meet operational needs and perform a broad range of office administrative functions.
• Assist MHASF Staff when requested and channel complex requests to the relevant member of the Operations Department for a response.
• Assist in conducting initial orientation to new members.
• Excellent organizational skills with proven ability to assist in creating policies, processes, and documents.
• Adhere to standard operating procedures regarding office administration to ensure smooth and efficient information workflows.
• Other duties as assigned by leadership.

As job descriptions cannot be exhaustive, the above list of responsibilities is intended to provide a general overview of duties to be assigned and in no way is a comprehensive list of position duties and responsibilities.

POSITION QUALIFICATIONS & SKILLS

• Bachelor's degree or equivalent work experience OR 2 to 3 years of professional experience, including a minimum of 1 year as an administrative assistant or project coordinator.
• General administrative experience or applicable background, working with modern online collaborative tools such as Office 365, SLACK, Asana, and/or other web-based applications, communicating schedules, and responding to admin needs of multiple parties.
• Ability to work effectively with and relate to people of all ages, backgrounds, and paths to recovery.
• Time-management skills, resourceful, and can multi-task.
• Excellent written and oral communication skills.
• Proficiency in Microsoft Office Suite, including Word, Sharepoint, Powerpoint, Excel, and Google Drive.
• Proficiency with participating and hosting skills on video meetings and online event platforms: Zoom, WebEx, Meet. Facebook Live.
• Proficiency in web navigation and use of search engines for internet-based research.
• Familiarity with office equipment such as copiers, printers, and fax machines.
• High level of organization, self-directed, and flexible.
• Ability to perform efficiently under multiple competing deadlines, exercise independent judgment, and work cohesively within a team setting.
• Ability to maintain confidential information.
• Commitment to the mission, vision, and values of MHASF.
• Friendly patient communication skills and troubleshooting.

SUCCESSFUL ATTITUDES & WORK APPROACHES

• Highly collaborative work style and ability to work effectively with a team to identify and accomplish goals.
• Excellent interpersonal skills; knows how to communicate effectively in the workplace.
• Willingness to learn from others, take feedback, and adjust communication and behavior.
• Experience taking the initiative to self-educate about unfamiliar subjects or concepts.
• Affirmative and accepting approach toward people whose needs and experiences differ from your own.