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Administrative Assistant – Tulsa CARES

Post Date: March 3, 2023 at 1:59 pm

Application Deadline: April 7, 2023

Agency Name: Tulsa CARES

Website Address:


Contact Name:

Job Inquiry Phone: 918.834.4194

Job Inquiry Email:


Job Opening Title: Administrative Assistant

Job Opening Description:

The Administrative Assistant is responsible for providing skilled, efficient, and confidential clerical support
to the leadership team and agency.

Job Opening Basic Qualifications:

Studies have shown that women and people of color are less likely to apply for jobs unless they meet every
one of the qualifications listed. We are most interested in finding the best candidate for the job, and that
candidate may be one from a less traditional background. If you have transferable experience, please tell us
about it!

Education & Experience
 High school diploma or equivalent.
 1-3 years of office experience preferred.
 Experience working with diverse communities and those living in poverty, with HIV/AIDS, with
other chronic health conditions, and/or with history of mental health or substance abuse.

Knowledge, Skills, & Abilities
 Effective verbal and written communication skills.
 Effective organizational skills and attention to detail.
 Knowledge of database, spreadsheet, internet, and word processing software.
 Self-starter with proven ability to multi-task, prioritize duties, and manage time effectively.
 High level of initiative, work ethic, and commitment to follow through.

Physical Requirements
 The physical demands described here are representative of those that must be met by an employee
to successfully perform the essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.
 While performing the duties of this job, the position requires lifting and/or moving up to 20
pounds, kneeling, stooping and/or standing, bending, turning, reaching, talking, and listening.
 Prolonged periods sitting at a desk and working on a computer.

Job Description Summary:

Office and Operational Support
 Orders office supplies, materials, and equipment.
 Maintains breakroom including running dishwasher, cleaning countertops and tables, periodically
cleaning out fridge, and wiping down fridge and microwave.
 Organizes, maintains, and restocks supply cabinets.
 Coordinates maintenance of office equipment.
 Provides support and backup to front desk/receptionist as needed.
 Serves as the primary contact with external vendors and contractors including maintaining
communication, scheduling, adding appointments to relevant calendars, meeting technicians
onsite, etc.
 Sets up workspaces for new employees including confirming all IT hardware is connected and
working, stocking desk with essential supplies, cleaning surfaces, etc.
Program Support
 Tracks transportation assistance program usage and timely documents in the electronic database
and submits documentation for contract invoicing.
 Processes assistance cards prior to disbursement to applicable programs.
 Assists with data entry for programs as needed.
 Requests medical records for individuals utilizing on-site medical services.

Meeting support
 Schedules, orders, and picks up meals for meetings, trainings, etc.
 Sends meeting reminders and/or zoom links for board meetings.
 Prepares board meeting packets and records minutes.
 Assists with room setup for various meetings including audio/visual technology, events, and

Other Functions
 Assists with mailings and donor stewardship.
 Acts as the liaison for groups and individuals volunteering on-site.
 Maintains board member paperwork, credentials, and contact information.
 Assists with various human resources administrative tasks as needed.
 Other special projects and duties as assigned.
 Complies with agency policies and procedures as established by Tulsa Cares.

Additional Information:

About Tulsa CARES

Tulsa CARES is the largest and most comprehensive provider of prevention and care programs serving low
income individuals living with HIV and Hepatitis C in Oklahoma. We recognize the critical importance of
addressing social determinants of health to improve community health and reduce costs, and we specialize
in wrap-around, client-tailored care that improves health outcomes and quality of life.

Tulsa CARES seeks to recruit and retain staff from diverse backgrounds and encourages qualified candidates
to apply. Tulsa CARES is an equal opportunity employer and does not discriminate on the basis of age, sex,
gender identity/expression, sexual orientation, color, race, creed, national origin, ancestry, religion, marital
status, political belief, physical or mental disability, pregnancy, military, or veteran status.



Tulsa Area United Way (TAUW) unites people and resources to improve lives and strengthen our communities. To do this, TAUW — with thousands of individual donors and companies — raises more than $25 million each year to support innovation grants, collaborative initiatives, shared technology services, and 59 human services organizations. This means 145 programs within Tulsa, Creek, Rogers, Okmulgee, Osage, and Wagoner counties empower a community working together to ensure that all of its members flourish and thrive.

During TAUW’s annual Day of Caring events, more than 6,300 volunteers provide direct service to area schools and nonprofits.

TAUW invests in these three building blocks for better lives:


TAUW supports lifelong learning in our community from our youngest to our oldest citizens through the provision of educational information, training, and counseling.


Thanks to supporters like you, thousands of Tulsa area residents have obtained employment, pulled themselves out of debt, and have been able to provide for their families.


Many of our partner agencies offer information, training and/or counseling to help Tulsa area residents live longer, healthier, and more productive lives.