Regional Nursing & Wellness Programs Administrator (Finance)

Regional Nursing & Wellness Programs Administrator

Dixon Health & Wellness Center

4212 E. Southcross, San Antonio, TX 78222

Job Summary:

This position supports the Regional Nursing and Wellness team by coordinating a variety of administrative and scheduling activities to ensure the smooth and efficient operation of programs and initiatives, including Wesley Nurse, Get FIT, Community Health Workers (CHWs), and project-based efforts. Responsibilities include managing calendars for individual leaders and the department, maintaining spreadsheets and database systems, arranging and supporting meetings and events, preparing PowerPoint presentations, compiling and processing invoices, and providing timely assistance to internal and external stakeholders regarding the Regional Nursing and Wellness programs and services.

This role requires a high level of discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate demonstrates sound judgment, maintains confidentiality, and works independently while ensuring clear, proactive, and timely communication across teams.

Salary:

Annual salary rate begins at $58,810. Mid range at $73,513. Actual starting rate will be commensurate with experience and education.

Essential Duties:

The Administrator helps ensure the smooth day-to-day operation of the department and contributes to long-term coordination and communication across programs.

Administrative and Executive Support

• Provides executive-level support to the Director and department leaders, including calendar management, correspondence, meeting preparation, and logistical coordination.
• Develops and maintains collaborative processes with the second Administrator to ensure consistency and shared responsibilities across all program areas.
• Coordinates scheduling and supports the organization of meetings, activities, and special projects.
• Prepares, edits, and distributes agendas, presentations, meeting minutes, and other communications.
• Handles travel logistics and professional development registrations, including itineraries, lodging, and reconciliations.
• Assists with day-to-day clerical support including copying, scanning, filing, and data entry.

Program Coordination and Communication

• Gathers and communicates internal updates related to Regional Nursing and Wellness programs, such as upcoming events, milestones, and celebrations.
• Collaborates with program leaders to develop and document administrative processes that align with department operations and promote consistency across teams.
• Assists with setting up and facilitating virtual meetings (e.g., Zoom, Teams, conference calls).
• Engages in cross-functional efforts with departments across the organization, building strong relationships with both internal and external stakeholders, including pastors, congregation members, schools, and community organizations.
• Supports consultants or external partners with scheduling and coordination, as needed.

Event and Meeting Logistics

• Provides full planning and logistics support for in-person and virtual events, including venue selection, A/V and IT setup, materials preparation, catering, and attendee coordination.
• Supports events in real time, proactively handling issues, and providing solutions.
• Assists with post-event activities such as survey distribution, certifications, and follow-up communications.

Financial and Data Support

• Consolidates credit card statements, reconciles monthly charges, and ensures proper documentation of receipts.
• Prepares expense reports and processes invoices, check requests, and purchase orders using systems such as e-Requester.
• Assists with compiling data and preparing reports for departmental and organizational use.
• Orders office and training supplies and maintains inventory as needed.

Culture, Confidentiality, and Professionalism

• Promotes open communication and collaboration within the department and interdepartmentally.
• Demonstrates professionalism, discretion, and sound judgment when handling sensitive or confidential information.
• Defuses emotional situations in a calm, supportive manner.
• Contributes to the development of an inclusive, equitable, and culturally responsive work environment that values collaboration and mutual respect.

Other

• Participates in improvement initiatives and collaborative administrative team meetings.
• Performs other duties as assigned to support the mission and strategic priorities of the organization.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Ability:

Must possess strong written and oral communication skills as well as strong interpersonal skills. Ability to read and interpret documents and instructions. Ability to write reports, develop correspondence, and memos from drafts, copy or dictation. Ability to effectively present information and respond to questions from the executive team, managers, team members, clients, and the general public. Fluent in English required; Spanish bilingual preferred

Education/Experience:

High school or general education diploma (GED); six years' experience in an administrative role required. Three years working with executive and senior level management is required. Associate's degree preferred but not required.

Reasoning Ability:

Ability to prioritize multiple assignments, sometimes with pressing and even conflicting time pressures. Must be a self-starter and exercise good judgment. Ability to collect and understand data, establish facts, define and solve practical problems. Ability to interpret an extensive variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

Ability to demonstrate working knowledge of the Internet, Outlook, PowerPoint, Adobe Acrobat Pro, Word and Excel applications. Knowledge of databases, such as Access, is preferred.

Work Environment and Physical Demands:

The work environment characteristics described here are representative of those a team member encounters while performing 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 team member is exposed to an office environment. Position necessitates sitting, standing, walking, bending, stooping, reaching, kneeling, twisting, turning, climbing step stools, and crouching. Must be able to lift and maneuver 25 pounds.