Front Desk Administrative Assistant

Job Summary

Texas Health Action (THA) is a community-informed non-profit organization dedicated to providing access to culturally affirming, quality health services in a safe and supportive environment, with expertise in serving LGBTQIA+ people and those impacted by HIV. Kind Clinic proudly serves Texas with four vibrant locations: two in Austin, one in San Antonio, and another in Dallas plus virtual care services available to all residents across Texas. Bolstered by Waterloo Counseling Center and a passionate team of over 250 dedicated employees and volunteers, THA is at the forefront of promoting healthcare equity and accessibility throughout the state. Read more about THA here: http://texashealthaction.org.

The Administrative Assistant is often the first person our visitors and staff meet, helping set a welcoming tone for the building each day. This role opens the building each morning by 9AM, so a consistent, on-site schedule Monday through Friday is essential; occasional weekend hours may be needed for special events or building needs, with advance notice whenever possible. We're looking for someone with a genuine commitment to service, strong multi-tasking skills, and the ability to stay calm and respond with appropriate urgency in emergencies or stressful moments.

Core Functions:

• Welcome guests and help them navigate through the building.
• Assist with email, telephone, or face-to-face inquiries handling sensitive information in a confidential matter.
• Ensure building entry areas, common spaces, and meeting rooms are tidy, safe, and fully functional.
• Purchase supplies, sort mail, and receive deliveries.
• Maintain building security by ensuring access systems are functional and that building users have the appropriate levels of access.
• Interface with vendors that provide custodial, repair, and other maintenance services.
• Submit payment requests and keep updated records of costs and expenses.
• Coordinate scheduling of meetings, meeting rooms, and other reservable building spaces.
• Perform data entry for reports, correspondence, or database maintenance.

Key Performance Indicators

1. Actively models exemplary personal accountability.
2. Ensures facility has necessary supplies, resources, and is safe for daily activities.
3. Communicates clearly with manager on updates/information needed towards completed work/projects.
4. Supports organizational structures, while also considering the needs of those they assist.

Compensation

Based on the responsibilities and requirements of this position, the starting hourly rate is $20.80. The actual starting rate will be determined based on the selected candidate's qualifications and relevant experience.

Requirements

Education and/or Licensure:

• High School Diploma or GED required.
• Bachelor’s Degree or equivalent work experience preferred but work experience can substitute for education preference.

Experience:

• A minimum of two years of customer service experience is required.
• Experience in healthcare preferred but not required.
• Experience with LGBTQIA+ and/or other marginalized communities a strong plus.
• Bilingual Spanish proficiency strongly preferred.
• Microsoft Office Skills with an ability to become familiar with company specific programs or software.

Additional Requirements – None

Knowledge Skills and Abilities

• Must have basic PC skills that include a combination of working in a Windows Operating System and Microsoft Outlook, Word, and Excel.
• Understands the importance of maintaining confidentiality; able to maintain confidentiality under HIPAA standards.
• Must have the ability to exercise a high degree of diplomacy and tact; excellent customer services and interpersonal communication skills; Cultural sensitivity and demonstrated ability to work with diverse people groups.
• Well-developed verbal and written communication skills in English; Additional language abilities desirable.
• Ability to work well under pressure with minimal supervision.
• Ability to effectively interact with persons of widely diverse roles, backgrounds, cultures, and socio-economic classes, those in crises or resistant or negative toward organizations.
• Ability to apply time management practices to prioritize, schedule and complete work effectively to comply with mandated policies and deadlines.
• Ability to work on multiple tasks or parts of tasks simultaneously to ensure timely completion of work activities.
• Must be able to work productively with other departments and employees.
• Ability to work with professionals from various partners and organizations.
• Usually works forty (40) hours per week, some weekends may be required.
• Must have the ability to be on-site for the entire work week.
• Must be able to multi-task, prioritize with strong time management skills.
• Exceptional follow through on tasks and assignments

Physical Requirements/Environmental Conditions

Perform the following with or without reasonable accommodations:

• Ability to express and exchange ideas via spoken word during activities in which they must convey detail or important spoken instructions to others accurately, sometimes quickly and loudly.
• Hearing to perceive the nature of sound with no less than 40 db loss @ Hz, 1000 Hz, and 2000 Hz with or without correction; ability to perceive detailed information orally and make fine discriminations in sound.
• Perform repetitive motions w