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Administrative Assistant/Office Assistant

Job Title

Administrative Assistant/Office Assistant

Job ID



San Jose California 95126

Are you passionate about helping foster children and families? Then, now is an excellent opportunity to join an ethnically and culturally diverse team of multidisciplinary professionals. Unity Care Group (UCG) has a wide range of rewarding positions serving underserved foster youth and families in Santa Clara, San Mateo, and Placer Counties.

UCG is a community-based, non-profit youth and family development agency. Founded with the goal of developing educational and social programs to enrich the lives of at-risk youth, our mission is to provide quality youth and family programs for the purpose of creating healthier communities through lifelong partnerships.

Administrative Assistant

As the Administrative Assistant, you will be responsible for supporting the day-to-day San Jose office admin work, aiding special projects, and providing administrative support to the San Jose and Monterey teams. You will also be responsible for assisting with other programs as needed.

You should have:

·        Familiarity with business and administrative management practices and procedures

·        Proficient in Microsoft Office Applications (e.g., Word, Excel, Outlook, PowerPoint, and Visio)

·        Strong written and verbal communication skills

·        Highly organized, detail-oriented, strong problem-solving skills, good decision-making skills

·        Ability to multi-task and manage time to complete daily and weekly tasks as well as special projects

·        Proactive and a high level of integrity

·        Works well in a team environment and has strong customer service skills

·        Adheres to confidentiality practices

·        Preferred Bachelors Degree in a related field (Business Administration/Organizational Leadership/ Marketing) with a Minimum of 3 years of clerical and/or administrative experience OR 5 years of administrative experience.


·        Experience supporting an Executive team member

·        Experience in Non-profit and Marketing

·        Experience with event planning

·        Other success factors for this position include being detail-oriented; having excellent  problem-solving and decision-making skills; working well with employees at all levels  within the organization; be proactive; possessing a high level of integrity, and working well within teams.

Other abilities, attributes, and skills you should possess:

·        Ability to occasionally lift and/or move up to 25 pounds. 

·        Must have CPR and First Aid certificate within 10 days of start date and maintain a current certificate with Human Resources.

·       Must clear a Department of Justice background check including fingerprinting before the start date and maintain clearance.

·       Must be able to work in a DSS Community Care Licensed Facility.

·       Must clear a health screening, including TB before the start date and maintain clearance.

·        Must have a car, a valid California Driver’s License and be able to drive, have a clean driving record and maintain a clean driving record.

·        Meet and maintain the minimum vehicle liability and property insurance limits (to be insured by our insurance carrier for using vehicles for business purposes such as transportation of residents or reimbursement of business-related mileage expenses).

Your responsibilities as the Administrative Assistant will include:

·       Answer and route incoming telephone calls promptly and professionally

·       Work collaboratively with other Administrative Assistants within the organization to complete projects

·       Initiate and coordinate repairs and maintenance for the office equipment under the direction of the supervisor and in partnership with IT

·       Implement and oversee office organization and filing.

·       Order supplies for youth and process donations that are delivered to the office

·       Processing youth allowances for the program

·       Order necessary office equipment and staff equipment as needed

·       Maintain office and break room supplies including stocking drinks and snacks

·       Support the staff potlucks and other employee events as assigned

·       Create marking materials and attend required marketing events, must be available after hours and on weekends for special events

·       Work closely with the Founder and the Marketing team to achieve donation goals

·       Adhere to all safety and security procedures for opening and closing the office daily.

·       Implement and oversee office organization and filing.

·       Manage youth files and folder compliance.

·       Assist with annual audit preparations

·       Oversee that youth incident reports are processed accordingly.

General Office and Program Support:

·       Set up meetings and take meeting minutes

·       Order meals

·       Process Purchase Requisitions

·       Process Facilities Requests

·       Order and track office supplies

·       Filing and copying

Other duties as assigned, including but not limited to:

·       Onboarding of new staff for the San Jose Office (working in conjunction with HR)

·       Provide training or presentations as assigned

·       CCL compliance of Client files

o    Make sure that CCL compliant document(s) are up to date and posted in the home(s), and office

·       Processing of Incident Reports (IR’s)

·       Point of contact for Property Management issues for your specific region.  Work with  facilities team to keep track of requests and reporting progress to supervisor.

o    scheduling, vendor information, and any onsite contractor issues for the properties. 


We maintain a collaborative learning environment where people are challenged, grow, and have fun. We offer competitive compensation ($20-$22/hr) and an excellent benefits package, including paid time off, health and dental benefits, and 403b contribution.

Unity Care Group is an Equal Opportunity Employer. Unity Care Group does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.