Posted on January 9, 2013

print

Receptionist/Administrative Assistant

Job Description and Specific Duties:

Receptionist/Administrative Assistant responsibilities include, but are not limited to:

Reception

• Open office daily by 8:30am
• Answer incoming calls, disseminate information and direct callers to appropriate staff
• Greet guests, clients and volunteers
• Confirm next day appointments by telephone and email
• Maintain organization and cleanliness of lobby, group and volunteer rooms, kitchen, and storage room
• Set up rooms for all house tours
• Handle incoming /outgoing mail and faxes
• Assist volunteers with photocopying or projects as requested
• Order supplies and collateral as needed
• Fulfill orders for OUR HOUSE publications
• Maintain office equipment
• Update and restock handouts and flyers
• Coordinate all maintenance/repair needs with building manager

Administrative

• Prepare for and attend monthly staff lunches
• Attend and assist with agency Run for Hope, Volunteer Luncheon, Camp Erin, House of Hope Gala and additional events as requested (set up/breakdown and event production)
• Maintain current/new information on group leaders in database
• Update and maintain calendars and room assignments for both offices & the Google Master Calendar.
• Send appropriate correspondence to inquiries and intakes
• Assist Executive Director, Clinical Directors, and Program Coordinators with needs and projects as requested
• Transcribe evaluations for medical education and presentations
• Input contact information from presentations and all general contacts into Donor Perfect and Constant Contact
• Fulfill information requests and maintain Registration and RSVP list for CEUs, Grief Workshops, Volunteer Trainings, Networking Meetings and other events
• Prepare all materials and process payments for CEU/Grief Workshops and file appropriately
• Send program and agency information as requested by callers
• Send starting and ending letters to all new group members and recent alumni
• Mail quarterly billing statements and file any paperwork left by the bookkeeper
• Enter donations into Donor Perfect and prepare acknowledgment cards/tax letters

Volunteers/Trainings

• Post listings for volunteers on appropriate websites, research additional listing opportunities, and maintain ongoing listings
• Provide information and materials to prospective volunteers
• Schedule/ confirm volunteer interviews and training attendance, including invitation and confirmation letters
• Prepare training manuals, hand-outs , certificates, and any additional materials for volunteer events and trainings & provide food and other necessities during trainings.
• Assist with printing and design of special volunteer materials including service awards, volunteer appreciation week & the annual volunteer luncheon
• Maintain birthday list and mail birthday cards
• Retrieve and maintain current Livescan records for all volunteers

Knowledge, Skills and Abilities:

• Courteous and warm
• High level of professionalism and follow-through; “customer-service” oriented
• Resourceful and creative problem-solver
• Organized and self-motivated
• Strong written and oral communication skills
• Able to multi-task and complete projects on deadline; Reliable and flexible as a key part of team
• Work well with others – to interact positively with all members of the OUR HOUSE community, represent the agency appropriately, with the ability to maintain poise and courtesy under pressure
• Proficiency in Microsoft Outlook and Microsoft Office package
• Familiar with standard office equipment—including computer, multi-feature telephone, photocopier, fax

Education Qualifications:

Bachelor’s degree; At least one year related experience

Application Instructions

Application Procedure:

For consideration, please e-mail your resume to Shannon Boren, Shannon@ourhouse-grief.org. Please note “OUR HOUSE Receptionist-Administrative Assistant” in your email subject line.

Candidates selected for employment at OUR HOUSE are subject to a background check.