A primary responsibility of the Administrative Assistant/Office Coordinator (AA/OC) is to provide the Alzheimer’s Association, Northwest Ohio Chapter with administrative support. This includes support to the Executive Director, Director of Programs, and Director of Development as needed. In addition, the AA/OC functions as the receptionist and scheduler for the Chapter, while providing support for data generation.
This is a 16 hour part-time non-benefits eligible position located in Toledo, OH and will report to the Operations Manager.
Areas of Responsibility:
First Point of Contact
- Answers general telephone inquiries at the Chapter’s main office.
- Greets all guests and announces their arrival to appropriate staff and/or directs guest to the proper area
- Monitors general email box and routes email according to inquiry/need or answers inquiries when appropriate
Accounts Payable (AP) and Accounts Receivable (AR)
- Assists Operations Manager with payment request forms and documentation
- Provides back-up to Operations Manager in entering accounts payable data and creating invoices for accounts receivable as needed
Other Finance and Reporting Duties
- Assists with the processing of donations for events, particularly Walk to End Alzheimer’s.
- Helps with various areas of office management and daily operations
- Assists in preparation of bank deposits
- Compiles data from customer relationship management systems for program and development reports
Office Management
- Maintain office equipment, including phone system, photocopiers, and postage meter
- Maintain office supply inventory, order supplies and manage office supply budget
- Maintain chapter office passes and office keys
- Maintain supply room and kitchen daily
- Manage shipping and receiving of mail, packages and deliveries
- Manages volunteer database and coordinates volunteer screening and training calendars
- Collect, open (with a second staff person) and distribute mail.
- Serve as IT point of contact as needed
- Maintains Chapter main office conference room calendars
- Train and provide guidance to office volunteers and interns, and manage projects for front office volunteers
- Act as receptionist except when volunteers have coverage
Administrative Support
- Assist Executive Director with quarterly board meeting arrangements, board correspondence, and maintenance of board records
- Prepare mailings for requests for information from Helpline calls
- Track program metrics
- Manage registrations and logistics for conferences
- Assist the Executive Director, Program Director, and Development Director as needed with scheduling meetings
- Assist with general correspondence
Educational Background:
Associate’s degree required. Bachelor’s degree preferred.
Skills/Experience:
- Two years of experience as an administrative assistant, office manager or similar position.
- Proficient in Microsoft Office applications and Google Docs
- Organizational and problem solving skills
- Work effectively with volunteers, staff, external contacts and diverse populations to build and maintain successful teams
- Prioritize and manage multiple priorities and maintain detailed records
- Communicate effectively in person, in writing, and electronically to a variety of audiences
- Analyze information and make timely, appropriate decisions
- High level of integrity, diplomacy and initiative
- Comfortable with display of emotion and ability to respond appropriately
- Ability to lift and move up to 50 lb.
- Occasional travel by car to attend meetings within chapter territory. Mileage reimbursed.
- Must possess valid driver's license, good driving record, access to reliable vehicle and proof of automobile insurance.
Job Function:
Organization Info
Listing Stats
Post Date:
Oct 21 2018
Active Until:
Nov 22 2018
Hiring Organization:
Alzheimer's Association
industry:
Nonprofit