Administrative Assistant

The Administrative Assistant administers and coordinates subsidized placement across retail stores and operational locations. This role serves as the primary liaison between Goodwill Retail Services, external placement agencies, and retail leadership to ensure placements are effectively onboarded, monitored, and supported throughout their assignment. The Administrative Assistant is responsible for operational administration, agency partnership management, compliance oversight, reporting, and placement support. Through ongoing collaboration with site leaders and external partners, the Specialist promotes operational efficiency, consistency, and compliance across retail operations while ensuring that all placements are coordinated through approved and authorized agency partners.

What you'll do:

Placement Administration

• Administer the day-to-day operations of subsidized placements across retail stores and operational locations, ensuring placements are properly assigned, documented, onboarded, and monitored throughout their placement period.
• Serve as the primary point of contact for external agencies, verifying agency authorization and ensuring placements comply with organizational, contractual, and insurance requirements.
• Coordinate placement onboarding activities, including required documentation, Dayforce setup, policy acknowledgements, badge photos, required training, and site readiness requirements.
• Maintain accurate placement records, timesheets, manager notes, agency contracts, and supporting documentation in accordance with organizational requirements.

Placement Site Oversight

• Partner with site leaders to ensure placements receive appropriate work assignments, supervision, and support consistent with program guidelines and organizational expectations.
• Conduct site reviews and operational audits to assess placement effectiveness, compliance, and overall program execution.
• Monitor placement activity and address concerns related to attendance, conduct, supervision, safety, or job fit.
• Support retail locations in the effective utilization of subsidized placements to meet operational needs.

Compliance & Risk Management

• Ensure compliance with organizational policies, placement requirements, insurance standards, and contractual obligations governing subsidized placements.
• Conduct audits of placement files, timesheets, agency documentation, and site records to ensure accuracy, completeness, and audit readiness.
• Support agency monitoring visits, compliance audits, and documentation requests by preparing records and coordinating responses.
• Escalate safety, employee relations, compliance, or operational concerns to the appropriate departments to mitigate organizational risk.

Agency & Partner Relations

• Develop and maintain relationships with external agencies, referral partners, and organizations providing subsidized placements to support operational effectiveness and successful placement outcomes.
• Coordinate placement agreements, contracts, approvals, and required documentation to ensure compliance with organizational and insurance requirements.
• Identify, develop, and expand agency partnerships and placement opportunities that support retail operations and increase subsidized placement capacity.
• Monitor partner performance and recommend improvements to strengthen compliance, efficiency, and placement outcomes.

Program Performance & Reporting

• Track placement activity, placement-to-employment outcomes, retention, and other program metrics to evaluate effectiveness and operational impact.
• Prepare and distribute compliance reports, performance summaries, audit results, and program updates for leadership and external partners.
• Analyze placement trends and recommend process improvements that enhance compliance, operational efficiency, and placement outcomes.

Training & Operational Support

• Develop and maintain standard operating procedures (SOPs), training materials, forms, and resources related to subsidized placement programs.
• Train retail leaders and site managers on placement requirements, supervision expectations, documentation standards, and compliance responsibilities.
• Provide ongoing guidance and support to managers, placement sites, and agency partners regarding program administration and issue resolution.
• Promote consistent execution of subsidized placement programs through communication, training, and operational support across the organization.
• Support Retail division by performing general office duties, including answering calls, running reports and assisting with special events.

What you bring:    

• Bachelor's degree in Business Administration, Human Resources, Public Administration, Retail Management, Nonprofit Management, or a related field preferred.
• 3+ years of experience in office administration, retail operations, human resources, compliance, community partnerships, or a related operational support role required.
• Experience coordinating multiple projects, partnerships, or programs while maintaining accurate records and reporting.
• Experience utilizing business systems such as HCM, workforce management, payroll, or similar platforms; Dayforce experience preferred.
• Experience supporting compliance, audits, contracts, and regulatory requirements.
• Experience working with external agencies, community partners, or subsidized placement programs in a multi-site retail, nonprofit, or service-oriented environment preferred.
• Must have intermediate knowledge of computer programs in a Windows environment, including Word, Excel, Outlook, PowerPoint, and MS Teams. 

Why You’ll Love It Here:

• Opportunity to grow into a General Manager role within Goodwill’s retail leadership pathway.

• Supportive, mission-driven culture focused on developing people and strengthening communities.

• Work in a dynamic environment where teamwork, service, and purpose come together.

What's in it for you:

• Hourly Rate: $22-$24
• Discount at Goodwill Socal retail locations
• Goodwill Perks: Discounts on dining, retail, theme parks and movies
• Employee Assistance Program: Mental and physical wellness, financial and legal resources and career and education partners

Full-time Positions are eligible for:

• Medical, dental, vision insurance
• Flexible Spending Account - FSA
• Life insurance
• 403(b) retirement plan
• Paid time off (PTO) 
• Tuition Reimbursement

Join our mission to transform lives through the power of work — while growing your career with a purpose-driven retail organization making a lasting impact in Southern California communities.