Part-Time Admini Assistant

Job Title: Part-Time Administrative Assistant

Reports to: Executive Director
Location: Tulsa, OK
Job Type: Full-Time

SBCS has partnered with one of our favorite non-profits to locate a dedicated Administrative Assistant

Organization Overview

BeHeard operates a mobile drop-in center that provides essential services to those in need. These include showers through a shower trailer, laundry through a laundry trailer, clothing through a clothing trailer, haircuts from a barbershop bus, a job program, resources, and more. Our mission is to use soul work and social work to benefit the community, businesses and those experiencing homelessness. Our ultimate goal is to help end homelessness one person and one shower at a time.

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Position Summary

The Part-Time Administrative Assistant will provide essential support to the Executive Director and staff by handling daily administrative tasks, organizing records, assisting with scheduling, and ensuring smooth office operations. The ideal candidate is detail-oriented, organized, and comfortable working in a nonprofit environment where flexibility and teamwork are key.

Key Responsibilities

Administrative Support

• Manage phone calls, emails, and general inquiries, directing them to the appropriate staff.
• Maintain organized digital and physical records, ensuring easy access to documents.
• Assist with scheduling meetings, coordinating calendars, and preparing agendas.
• Support the team with data entry, document preparation, and correspondence.

Office Operations

• Maintain office supplies and inventory, placing orders as needed.
• Assist in processing incoming and outgoing mail.
• Ensure the office space remains organized and functional for daily operations.

Event and Volunteer Coordination

• Assist in organizing outreach events, meetings, and training sessions.
• Communicate with volunteers, confirming schedules and assisting with onboarding.
• Prepare materials and supplies for events and outreach programs.

Financial and Data Support

• Assist with basic bookkeeping tasks such as expense tracking and invoice processing.
• Enter and maintain accurate data in the BeHeard CRM system for reporting and impact tracking.
• Help compile reports and documentation for grants and fundraising efforts.

Other Duties

• Support various departments with administrative tasks as needed.
• Uphold the mission and values of Be Heard Movement in all interactions and tasks.

Qualifications

Education and Experience:

• High school diploma or equivalent required; associates degree or higher preferred.
• 2+ years of experience in an administrative or clerical role, preferably in a nonprofit setting.

Skills and Competencies:

• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
• Experience with data entry and CRM systems (training provided).
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.

Requirements:

• Availability to work 24 hours per week with a set schedule.
• Ability to handle sensitive information with discretion.
• Passion for BeHeard Movements mission and a commitment to serving the homeless community.

How to Apply

Interested candidates should submit their resume, a cover letter outlining their qualifications and passion for the mission, and two professional references. Applications will be reviewed on a rolling basis.

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