SUMMARY

The TransLatin@ Coalition (TLC) is a nonprofit organization dedicated to advocating for and supporting TransLatin@ communities through services, leadership development, and social justice initiatives.

TLC is seeking an organized, detail-oriented, and proactive Administrative Assistant to support administrative operations and organization of contract compliance activities. This position works closely with the Executive Administrator and TGI RISE Program Director to ensure efficient administrative processes, accurate recordkeeping, timely coordination of organizational activities, and compliance with contractual and funding requirements. The Administrative Assistant serves as a key administrative support resource for leadership while maintaining and developing organization tools related to various program activities and recordkeeping.

This position assists with contract administration, records management, monitoring preparation, and administrative operations. The ideal candidate will possess strong organizational, technical, and communication skills, exceptional attention to detail, the ability to manage multiple priorities, and a commitment to maintaining confidentiality and professionalism. This position is subject to a six-month introductory period.

ESSENTIAL FUNCTIONS

Administrative Support

• Maintain attendance & punctuality.

• Be available to work at least forty (40) hours per week onsite.

• Provide administrative support to the Executive Administrator and TGI RISE program Director.

• Maintain confidentiality regarding personnel, client, financial, and organizational information.

• Demonstrate professionalism and excellent customer service in interactions with staff, community partners, subcontractors, funders, and stakeholders.

• Perform other duties as assigned to support organizational operations.

• Coordinate meetings, trainings, conference calls, and events.

• Prepare agendas, meeting materials, presentations, reports, and supporting documentation.

• Take meeting notes and distribute follow-up action items as assigned.

• Draft correspondence, memoranda, and internal communications.

• Monitor departmental deadlines and assist leadership with tracking deliverables and administrative projects.

• Coordinate travel arrangements and logistical support as assigned.

• Maintain organized electronic and physical filing systems.

• Assist with special projects and administrative initiatives.

• Support daily office operations and administrative workflow improvements.

• Identify and highlight critical timelines and responses.

• Must have legitimate transportation and current insurance to be able to run occasional errands, appointments, and out-of-office site visits as needed.

• Maintain organizational records in accordance with document retention policies and applicable regulatory requirements.

• Support the development and maintenance of electronic and physical filing systems to ensure secure and efficient document management.

• Assist with the organization and maintenance of grant, contract, vendor, and administrative files.

• Ensure administrative records are complete, current, and appropriately archived.

• Assist with data entry, database maintenance, and reporting functions.

• Support organizational process improvement initiatives related to records management and administrative operations.

Grant, Contract & Monitoring Support

• Maintain organized grant, contract, subcontractor, consultant, and vendor compliance files.

• Coordinate the collection and tracking of required documentation, including contracts, insurance certificates, business licenses, W-9s, certifications, and other compliance records.

• Monitor reporting deadlines, contract milestones, renewal dates, and document expirations to ensure ongoing compliance.

• Communicate with subcontractors, consultants, vendors, and internal staff to obtain missing or updated documentation within the TGI RISE program.

• Support vendor and subcontractor onboarding by verifying required compliance documentation as needed.

• Maintain compliance tracking systems, databases, spreadsheets, and electronic records.

• Assist with contract administration by monitoring key dates, deliverables, and renewal timelines.

• Prepare compliance reports, documentation summaries, and records for leadership review.

• Coordinate and organize documentation for audits, monitoring visits, funder reviews, and regulatory compliance assessments.

• Ensure all compliance records are accurate, complete, and readily accessible to support organizational, contractual, and grant requirements.

MINIMUM QUALIFICATIONS - Knowledge, Skills, and Ability

• Associate degree preferred; equivalent work experience may be substituted.

• Minimum two (2) years of administrative support experience required.

• Experience supporting executive or senior leadership staff preferred.

• Experience with compliance tracking, contract administration, grants management, records management, or document control preferred.

• Experience working in a nonprofit environment is preferred.

• Excellent time management with the ability to prioritize and work with a high level of accuracy within a fast-paced environment.

• Exceptional attention to detail, highly organized, and proactive in anticipating department needs, and able to track long-term strategies/projects.

• Strong communication skills: oral, written, and strong interpersonal communication skills to work effectively with high-level donors and stakeholders.

• Exceptional attention to detail, highly organized, and proactive in anticipating the department’s needs; able to track long-term strategies/projects.

• Strong communication skills: oral, written, and strong interpersonal communication skills to work effectively with high-level donors and stakeholders.

• Ensure that all high-priority messages are highlighted and responded to in a timely manner.

• Identify and highlight critical timelines and responses.

• Ability to handle multiple projects and incoming requests from supervisor(s); experience taking the initiative and using independent judgment in non-routine matters.

• Excellent time management with the ability to prioritize and work with a high level of accuracy within a fast-paced environment.

• Strong communication skills: oral, written, and strong interpersonal communication skills to work effectively with high-level donors and stakeholders.

• An updated annual tuberculosis test – read, reviewed, and dated by a nurse clinician before employment and provided annually to Human Resources.

• Work weekends, evenings, and special events as needed.

NON-ESSENTIAL QUALIFICATIONS - Knowledge, Skills, and Abilities

• Exceptional organizational and time-management skills.

• Strong attention to detail and accuracy.

• Ability to prioritize multiple assignments and meet deadlines.

• Excellent written and verbal communication skills.

• Strong interpersonal and customer service skills.

• Ability to exercise sound judgment and maintain confidentiality.

• Demonstrated ability to create, maintain, and organize tracking systems, spreadsheets, databases, and filing systems with a high degree of accuracy.

• Experience in maintaining confidential organizational records and compliance documentation.

• Proficiency with Microsoft Office Suite, Google Workspace, and standard office technology.

• Ability to work independently while also collaborating effectively within a team environment.

• Ability to identify problems, recommend solutions, and follow projects through completion.

• Knowledge of specific policy needs and issues of TGI people.

SUPERVISORY RESPONSIBILITIES

• This position does not have supervisory responsibilities.

PHYSICAL REQUIREMENTS

While performing the duties of this position, the employee is regularly required to:

• Sit, stand, walk, speak, and hear.

• Use hands and fingers to operate office equipment and computers.

• Lift and carry items weighing up to twenty (20) pounds occasionally.

• Operate a computer and other office equipment for extended periods.

ENVIRONMENTAL CONDITIONS

• Ergonomically safe office environment with a desktop computer, desk, chair, and natural light from windows.

• Occasionally, in the fieldwork, including but not limited to rallies, community festivals, conferences, nightclubs, and other outreach venues that the target population frequents. Must be comfortable with environmental conditions at locations, such as noise level, aggressive patrons, substance use, etc. 

• Occasional attendance at community events, conferences, and other meeting venues.

• Must be comfortable with environmental conditions at the event locations, such as noise level, aggressive patrons, and substance use and abuse.

• As part of our commitment to maintaining a safe and productive work environment, candidates for this position may be required to undergo random drug tests. The drug test may be conducted at any stage of the hiring process and will comply with applicable laws and

MENTAL REQUIREMENTS

• The candidate in this position must accommodate any/all the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedules, availability for on-call/duty after regular working hours, and exposure to inappropriate behavior and language of others.

WORK ENVIRONMENT

• Professional office environment.

• Frequent use of computers, office equipment, and electronic communication systems.

• Occasional attendance at meetings, trainings, conferences, and community events.

• May occasionally travel locally for organizational business purposes.

BENEFITS

The following benefits are offered for full-time employees:

• Employee Paid Medical – after a 60-day probationary period.

• Employee Paid Dental – after a 60-day probationary period.

• Employee Paid Vision – after a 60-day probationary period.

• Sick Time – after 90-days.

• Vacation Time – after a six-month introductory period.

• Holiday Pay – after a six-month introductory period.

• 403 (b) Retirement Plan – after a successful six-month introductory period.

• Sabbatical Time – eligible after six consecutive years of employment.