Reporting to the Chapter Executive Director, the Administrative and Communications Associate is responsible for key administrative and logistical activities in the Chapter’s offices in Providence, Rhode Island. These include supporting the efficient operation of the office environment, as well as assisting professionals with data entry and software packages such as Convio and Personify. Additionally, this person is responsible for associate-level Communications duties. Providing support in the management of chapter volunteers is another important role. This is a position requiring exceptional self-management capability, flexibility, strong interpersonal skills, and discretion (confidentiality). Occasional evening and weekend work is required.
Provide an effective and pleasant welcome to the Association both in person and on the phone, including:
- Answering and directing telephone calls to appropriate staff and helpline volunteers
- Greeting and directing visitors
- Helping callers to register for programs and events
- Ensuring a neat appearance of the reception area, copy room and mailbox area
Support the administrative operations of the Providence office, including:
- Receiving and signing for deliveries
- Assisting with mailings when needed
- Sorting all incoming mail
- Performing data entry and word processing on an as needed basis
- Sending thank you letters and processing memorial donations
- Recording all checks received
- Handling logistics for regularly scheduled health fairs
Ensure the effective operations of the office environment, including:
- Overseeing inventory and ordering of supplies
- Performing data entry and linking databases
- Supporting liaison with building management
- Handling setup for meetings
- Maintenance of copiers/postage machine to ensure all equipment is in good working order and schedules on-site technical repairs when needed
Provide administrative support for Communications, including:
- Assisting with planning and placement of marketing/public awareness campaigns, to include tracking and timelines
- Maintaining media contact database
- Maintaining internal organizational calendar
- Administering Public Relations functions, including daily/weekly releases, community Calendars
- Social Media: regular postings on Facebook, Twitter, Instagram and LinkedIn.
- Serving as a communications resource to our diverse range of Development and Programs and Services professionals
- Work closely with chapter staff and regional chapter staff involved with communicatons
Oversee outreach, recruitment and intake of Volunteer staff, including:
- Utilizing social media and website resources for outreach and recruitment
- Orienting and matching volunteer candidates to specific roles and making sure materials and directions are available
- Implementing comprehensive volunteer recognition efforts
- Tracking utilization of volunteers with volunteer tracking database
- Two years’ experience working in a relevant office environment
- Two years’ experience in Microsoft Office, including Word, Excel and Outlook
- Experience with Convio and Personify software preferred
- Strong writing skills, communications experience helpful
Key Professional Attributes
- Strong self-management skills, as independent initiative and ability to collaborate are essential
- Professional personal demeanor and presence, recognizing the significance of the role as a "face/voice" of the Association
- Ability to multitask in a fast-paced environment, since efficient use of time and flexibility are requisites to meeting the high level of support demand
- Strong interpersonal skills with the ability to work under pressure with a wide range of personalities, including resolving conflicts quickly and effectively
- Effective verbal and written communication skills, reflecting an understanding of the appropriate use of communication technologies
- Appreciation of cultural and ethnic diversity, especially with respect to outreach to underserved communities