Administrative Assistant

Santa Cruz, CA

📍 Location: Santa Cruz, CA

📅 Schedule: Full-Time | Non-Exempt

💼 Department: Behavioral Health/Residential

📈 Reports to: Mental Health Division Director

💰 Hourly Range: $21.00– $25.00

✨ Make a Meaningful Impact

As an Administrative Assistant at Aspiranet, your behind-the-scenes work ensures that programs run smoothly and efficiently—allowing frontline teams to focus on serving children, youth, and families. Your attention to detail, reliability, and organizational skill directly support life-changing services. This is more than administrative work—it’s contributing to a cause that changes lives across California.

This position supports a brand-new location as we continue expanding our impact across Santa Cruz County, bringing much-needed crisis services closer to the youth and families who need them most. If you’re passionate about helping youth navigate moments of crisis with dignity, empathy, and expert support, we invite you to join our mission of healing, resilience, and hope.

❤️ About Aspiranet

Aspiranet is a mission-driven social services agency with a proud legacy of supporting California communities since 1975. We are committed to ensuring that every child is loved, every family is supported, and every individual has the tools to succeed. Our services span the state and are delivered through six dedicated divisions: Foster Care and Adoption, providing support for children and families throughout the foster and adoption journey; Transitional Aged Youth (TAY), offering programs that guide young adults as they transition from foster care to independent living; Residential, delivering therapeutic care in structured, supportive environments to help youth thrive; Intensive Home-Based Services, focused on meeting individualized needs within the home, school, and community; Behavioral Health, delivering short-term, intensive mental health services for youth at risk; and Family and Community, emphasizing early intervention and family-strengthening supports. At Aspiranet, every role contributes to something greater—helping to create a future where opportunity, hope, and healing are within everyone’s reach.

📝️ Position Summary

The Administrative Assistant plays a key role in supporting the daily operations of Aspiranet’s programs. Under the direction of the Program Director, this position ensures smooth front office functioning, maintains accurate documentation, processes fiscal and HR-related tasks, and assists in tracking essential data. This role requires exceptional attention to detail, strong customer service skills, and the ability to juggle multiple priorities in a fast-paced environment. The Administrative Assistant is essential to our mission of supporting youth, families, and communities across California.

🔍 Key Responsibilities

Office & Front Desk Operations

• Greet visitors and answer a multi-line phone system professionally.
• Manage incoming and outgoing mail, supplies, meeting room calendars, and common areas.
• Schedule and prepare materials for safety meetings and staff meetings.
• Serve as local technical support for basic equipment troubleshooting.

Data & Documentation

• Maintain program, client, and donation records and ensure timely data entry.
• Produce reports from databases and assist with annual archiving and file audits.
• Complete regular scanning, copying, and file management for compliance and program needs.

Fiscal & Administrative Support

• Manage petty cash and complete reconciliation.
• Process fund requests, vendor invoices, reimbursements, and donations.
• Support onboarding/offboarding processes and assist with HR documentation requirements.

Communication & Professionalism

• Draft professional correspondence and meeting minutes.
• Maintain confidentiality of sensitive information (HIPAA and agency guidelines).
• Model Aspiranet’s values and professionalism in all internal and external interactions.

✅ Qualifications

• Minimum of 2 years’ experience in clerical or business office operations.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel) and comfort with remote data systems.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to work both independently and as part of a collaborative team.
• Competence with standard office equipment (e.g., copier/scanner/printer/postage machine).
• Must meet all Community Care Licensing requirements, including DOJ clearance, TB test, and valid CA driver’s license if driving is required.

💻 Work Environment & Schedule

This position is based in Santa Cruz, CA, with an expectation of on-site presence, including oversight of evening and weekend coverage schedules as needed.

❤️ Why Aspiranet?

• Competitive compensation, comprehensive benefits package, and a 403(b) retirement plan with employer matching.
• Access to the free Aspiranet Employee Perks Program. Enjoy exclusive discounts on entertainment, travel, wellness, pet care, gym memberships, theme parks, and more
• Flexible paid time off including 11 paid holidays, 10 vacation days, 10 sick leave days, two diversity days, and paid birthday time off.
• Access to our employee assistance program including 24/7 crisis line; up to 6 counseling sessions per issue.
• Training opportunities are available to support your ongoing development and career aspirations.
• Collaborate in a supportive, inclusive, and mission-aligned culture.
• Opportunity to lead meaningful initiatives that support employee wellbeing.

🏋️Physical Demands: The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. In accordance with the Americans with Disabilities Act (ADA), reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions.

This position typically operates in a standard office environment. The noise level is generally quiet and remains within OSHA’s established safety levels at all times.

⚖️ Equal Employment Opportunity

Aspiranet is an equal opportunity employer that recognizes the value of diversity. We believe a diverse workforce within a culture of Inclusion, Diversity, Equity, and Access (IDEA) increases creativity, innovation, problem-solving, and teamwork for the youth and families that we serve and the organization as a whole.  Aspiranet strives to provide our employees with a workplace that is welcoming, inclusive of differing world views, cultures, and lived experiences.

📝  How to Apply

Join us in building brighter futures.

👉 Ready to Apply?

Join us in building brighter futures.

Apply today through our career portal:

✨ Click here to apply: www.aspiranet.org/careers

✨ Pro Tip: Once you’re in the portal, be sure to create an account to get started on your application! It’s quick, easy, and the first step to making a difference.