Administrative Assistant

Pregnancy Choices, established in 2006, is a life-affirming non-profit organization dedicated to supporting under-served women, men, and their families in the south metro area of the Twin Cities. We provide crucial services including pregnancy testing, limited ultrasounds, STD/STI testing, and accurate information about pregnancy, abortion, and alternatives. Our safe, non-judgmental environment positively impacts lives through relationship-building, professional life coaching, and incentive educational programs.

Mission: We partner with women and men experiencing an unexpected pregnancy or relational poverty, and through life coaching uncover new possibilities and sustainable change for families.

Position Description: The Administrative Assistant is the specialist behind the company curtain, keeping office operations organized, efficient, and smooth. Their job duties can vary widely, not just from job to job, but from day to day at the same job. On any given day, they provide administrative support, which might include greeting clients or donors, juggling schedules, managing office supplies, vendor coordination, and whatever else it takes to help their team be more productive/successful.

Essential Functions:

OFFICE MANAGEMENT (50%)

• Provide front desk coverage, including managing a busy, multi-line phone system, greeting guests who enter the office, and managing incoming/outgoing mail shipments
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing orders for supplies
• Provide real-time scheduling support by booking appointments and preventing conflicts
• Handle office tasks, such as filing, copying, faxing, preparing client folders, etc.
• Maintain an organized, clean office environment, either yourself or by enlisting volunteers
• Assist in onboarding new staff

DEVELOPMENT SUPPORT (20%)

• Open and record all donations in Network for Good, create new donor contacts, update contact information, and acknowledge/coordinate acknowledgement of donations
• Manage material donations from accepting gifts to providing documentation for donor records, and organizing materials in storage/the Center
• Assist in year-end statements
• Coordinate and manage volunteers, mailings, and printing for Development needs
• Support Development efforts like Baby Bottle Drives and help set up donor events
• Collaborate with community partners to support Holiday offerings and other specific client needs

ADMINISTRATIVE SUPPORT (20%)

• Work in tandem with Marketing on client communication
• Provide off-site medical professionals client medical records once release and Medical Director’s signature are confirmed
• Run reports for various staff

VOLUNTEER COORDINATION (10%)

• Maintain volunteer contact list
• Track volunteer hours and provide reports for various publications/grants when needed
• Train volunteers and ensure they have all the necessary paperwork
• Coordinate volunteer appreciation lunches/events

Essential Qualifications:

• Commitment to Pregnancy Choices organizational mission and values
• Bilingual in Spanish (preferred)
• Ability to be a positive ambassador in our community, demonstrating professionalism and compassion, and acting in a manner that aligns with our core beliefs
• Adept at technology such as Microsoft Word, Publisher, Excel, Outlook, Teams, and other computer skills
• Effective interpersonal and communication skills
• Ability to prioritize work and strong attention to detail
• Dedicated to maintaining client confidentiality
• Ability to occasionally lift up to 20 pounds

To Apply: Please send cover letter and resume to info@mypregnancychoices.com. Thank you for considering Pregnancy Choices!