The Administrative Assistant provides a variety of administrative functions to assist in the operations of a Hope Lodge, a hospitality house for adult cancer patients and caregivers with 40 or more rooms. Works with entire Hope Lodge team (Senior Manager, Assistant Manager, Coordinators, and Senior Hope Lodge Operations members) to ensure guests caregivers and volunteers are taken care of when at the Hope Lodge.
Areas of Responsibility:
- Provides administrative support for assigned Senior Manager, Assistant Manager and Coordinators.
- Answers phones and greets incoming visitors.
- Performs a variety of routine administrative tasks including compiling and entering data, preparing reports, processing and coding documents primarily using the Hope Lodge Management System (HLMS) and Microsoft Office programs (Word, Excel, Powerpoint).
- Sets up and maintains both digital and hard-copy records and files for tracking patient-guests, caregiver-guests, volunteers, vendors, etc.
- Orders office and building supplies and keeps inventory.
- Coordinates receipt and distribution of letters, packages, correspondence, sorts mail, maintains postage due accounts and postage in meters.
- Processes ePRFs for lodge-related expenses and invoices.
- Oversees donation processing and cash management received according to cash management handling procedures to include memorials, batch headers, petty cash, bank deposits; act as point of contact for finance deposits, assist with inquiries related to income processing.
- Assists in the development of presentations, reports and sharing/updating information on the Hope Lodge metrics shared with internal and external audiences.
- Helps cover building in the absence of other staff including: providing direction to incoming guests, volunteers and vendors.
- Serves as a resource in resolving guest issues, including admittance, adherence to policies, and problem solving.
- Communicates with healthcare workers and referral sources with regard to room availability, lodge policies, guest statues, etc.
- Provides tours for civic, community and health care groups as requested/scheduled.
- Ensures timely reporting on monthly, quarterly and annual tracking reports.
- Assists enterprise-wide Hope Lodge staff with policy implementation.
- Adheres to all American Cancer Society privacy and confidentiality requirements.
- Maintains a positive and professional work environment.
- May be required to assist with cleaning the facility, including guest rooms and assisting with making guest beds.
- May be occasionally required to drive a company-provided vehicle to transport patients/caregivers to and from treatment.
- Other duties as assigned.
Educational Background:
High School diploma, GED or equivalent or an equivalent combination of education and experience. Some post-secondary education desirable. 0-2 years office support experience.
Skills/Experience:
Demonstrates Professional Support Services Competencies:
- Communicates effectively - Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences.
- Customer focus - Builds strong customer relationships and delivering customer-centric solutions.
- Ensures accountability - Holds self and others accountable to meet commitments.
- Instills trust - Gains the confidence and trust of others through honesty, integrity, and authenticity.
- Interpersonal savvy - Relates openly and comfortably with diverse groups of people.
- Organizational savvy - Maneuvers comfortably through complex policy, process, and people-related organizational dynamics.
- Resourcefulness - Secures and deploys resources effectively and efficiently.
- Situational adaptability - Adapts approach and demeanor in real time to match the shifting demands of different situations.
Other Skills:
- Proficient verbal and written communication, computer skills including Microsoft Excel and Word as well as excellent organizational skills and the ability to remain calm under stressful situations, and handle self in a professional manner at all times required.
- Ability to prioritize needs and perform tasks in a high-pressure environment. Experience within hospitality housing or similar environment a plus.
- Ability to lift and carry 25 pounds. Valid driver’s license and reliable transportation. Able to work occasional nights, weekends and unusual hours as may be needed to ensure 24/7 staffing is a plus.
Compensation/Benefits:
We are committed to providing staff with fulfilling opportunities to learn, grow and make an impact in their local communities. We offer staff a generous paid time off policy; medical, dental and retirement benefits, and professional development programs to enhance staff skills.
Job Function:
Organization Info
Listing Stats
Post Date:
Dec 4 2017
Active Until:
Jan 3 2018
Hiring Organization:
American Cancer Society
industry:
Nonprofit