Current Job Openings

Purpose: 

This job description emphasizes the Administrative Assistant’s duties in supporting the Operations Department. 

Nature of Position: 

Serves as assistant to the organization’s operations director. Reports directly to the Operations Director and is responsible for the front entrance area of the building 

Relationship to Other Staff: 

Reports to the Operations Director. Does not directly supervise other staff. 

Position Duties: 

 

Program Support (30%) 

• Greets/welcomes members  

• Enters attendance into database  

• Enters new member data into database as needed 

• Organizes, stocks and cleans program spaces as needed, daily 

Administrative (70%)  

• Provides administrative support to the Director of Operations  

• Answers phone and answers simple enquiries, or forwards call to appropriate staff 

• Opens mail in presence of DO and signs mail log 

• Coordinates donor database, including all gift entry, reconciliation to Quickbooks, collecting essential donor data, entering new donors, tracking event registration and attendance. 

• Prepares donor thank you letters for DO approval and signature  

• Obtains quotes on supplies as needed. 

• Prepares supply order to online purchasing sites 

• Prepares mailings (stuffing envelopes, labeling, stamping, etc.) and makes post office deliveries  

• Greets and checks in all volunteers 

• Receives in-kind gifts and completes in-kind form receipt with donor, making a copy for our records  

• Greets all other guests and directs to appropriate contact. 

• All other duties as assigned 

 

Qualifications 

• Ability to serve individuals of all backgrounds and demographics with empathy and dignity 

• Excellent written and verbal communication skills 

• Able to lift 20 lbs  

• Strong organizational and time management skills 

• Professional phone and email etiquette 

• Discretion and confidentiality 

• Willingness to step in to support in any area needed 

• Flexibility and adaptability 

• Reliable transportation 

• Ability to be a positive role model