PT Office Support Specialist

BASIC FUNCTION: The Office Support Specialist plays a key role in ensuring smooth daily operations by providing administrative, clerical, and front desk support. As the first point of contact for visitors and callers, this position creates a welcoming and professional environment while also assisting staff across programs with essential administrative tasks. Responsibilities include managing correspondence and records, coordinating office supplies, supporting event logistics, and assisting with onboarding and technology coordination. The ideal candidate is highly organized, detail-oriented, and customer-service oriented, with strong communication skills and the ability to balance multiple priorities in a fast-paced, mission-driven workplace.

REPORTS TO: Executive Administrative/Operations Manager

LOCATION: Pilsen, Brighton Park, North Riverside
Regular travel to other sites will be required.

RESPONSIBILITIES

1. Serve as the first point of contact for visitors, callers, and general inquiries, ensuring a welcoming, professional, and trauma-informed environment.
2. Greet and assist all visitors entering the building, determine the purpose of their visit, and connect them with the appropriate program or staff member.
3. Respond promptly and professionally to incoming telephone calls during assigned hours, accurately routing calls, taking messages, or providing requested information.
4. Monitor and forward voicemail messages to the appropriate staff member on a timely basis.
5. Provide general administrative support to staff, including collecting and maintaining weekly employee schedules for reference.
6. Monitor, log, and process incoming and outgoing mail, deliveries, and operational correspondence, notifying staff of items for pickup.
7. Maintain organized, stocked, and tidy common areas; coordinate office supply inventory and place orders as needed.
8. Secure the building at closing time, following safety and security protocols.
9. Maintain up-to-date organizational contact lists and records, ensuring accuracy and confidentiality.
10. Provide logistical and administrative support for volunteer coordination as needed.
11. Support onboarding of new staff, interns, and volunteers by preparing workspaces, materials, and access to systems.
12. Assist with IT coordination, including basic troubleshooting, equipment set-up, and communication with external tech support as needed.
13. Participate in ongoing training related to trauma-informed care, crisis response, customer service, and administrative systems.
14. Follow safety protocols and respond appropriately in crisis or emergency situations, ensuring the well-being of staff, participants, and visitors.
15. Collaborate with other team members to support cross-functional tasks, special projects, organizational events, and internal initiatives that strengthen administrative efficiency.
16. Model confidentiality, professionalism, and a client-centered approach in all interactions.
17. Other duties as assigned.

QUALIFICATIONS

Qualifications & Skills

• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to work independently, anticipate needs, and manage multiple priorities and deadlines.
• Excellent written and verbal communication skills; strong interpersonal and customer service orientation.
• Proficiency with Microsoft Office Suite, Google Workspace, and virtual meeting platforms (e.g., Zoom); experience with technology troubleshooting preferred.
• Knowledge of basic office equipment (printers, copiers, scanners)
• Collaborative, flexible, and able to work effectively with others in a mission-focused environment
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Bilingual (English/Spanish) required.

Education & Certifications

• Associate’s degree in Business Administration, Office Management, or a related field required; Bachelor’s degree preferred
• 2+ years of experience in administrative support, office coordination, or operations
• Certified Administrative Professional (CAP) or similar certification a plus but not required
• Experience in nonprofit or mission-driven organizations preferred

Physical Requirements & Working Conditions

• Must be able to occasionally lift items weighing up to 20 lbs.
• Travel to other Mujeres office locations, as needed
• Work evenings and weekends as needed

PAY RANGE

$18 – $21/hour, commensurate with experience

SCHEDULE

Part-time; 20–25 hours per week. Core hours to be scheduled within standard office hours (9:00 AM – 5:00 PM, Monday through Friday), with occasional evenings/weekends as needed for events.

Submit resume and cover letter to ldiaz@mujereslat.org

Mujeres Latinas en Acción is an Equal Opportunity Employer. Mujeres hires the most qualified candidates without regard to any person’s race, color, sex, gender identity, gender expression, sexual orientation, age, religion, disability, national origin, ancestry, marital status, parental status, military discharge status or source of income.

As part of Mujeres pay equity commitment, it’s our policy that upon offering employment, we do not negotiate salary or benefits.