Administrative Assistant

St. Gerard House Job Description

Administrative Assistant

Job Overview: Provides administrative support to the leadership team in the daily operations of facilities management, volunteer management, and donor development. The Administrative Assistant should value creativity and enjoy working within a self-motivated environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Reports to: Director of Development

Supervising Duties: none

Work Schedule: On-site, 8:00-4:00PM M-F, 4:00-8:00PM on the 4th Tuesday monthly for Family Group Night and occasional evenings and weekends

Employee Classification: Hourly, non-exempt, up to 40 hours per week (full time).

Education Requirement: High school diploma or equivalent.

Salary Range: $18.54 - $21.63 Negotiable based on experience and education

Qualifications: Clear and effective oral communication skills, excellent writing skills, ability to meet deadlines, resilient, strong time management, customer service and organizational skills. Experience in data management and front office setting, preferred.

Essential Responsibilities: The primary duties of the position include the following:

• Supports staff, participants and visitors to the St. Gerard House Administrative Building in having an exceptional first point of contact.

• Uses discretion, confidentiality, and good judgment to handle C-level matters.

• Responsible for phone system operations including navigation of support and troubleshooting. Answers the main phone line, directing calls to appropriate staff. Oversees voicemail system including retention of data. Acts as phone support manager, checking and notifying administrative staff of missed calls. Takes lead in phone system service tickets, repairs and training.

• Assists Chief Financial Officer in identifying, securing and executing service and maintenance contracts.

• Maintains an effective system of oversight for all facilities maintenance matters including maintenance staff and contractors as needed.

• Provides assistance to the Development Department and represents St. Gerard House as needed in community events and other functions.

• Coordinates logistics of monthly Family Group Night.

• Recruits and manages volunteer onboarding: manages volunteer list, assisting Human Resources department in ensuring timely completion of paperwork and checking in quarterly with dormant volunteers. Facilitates matching of volunteer availability and interest to sites.

• Provide general and basic information about SGH services to inquiring families, volunteers and other community members. Connects inquiring individuals with appropriate departments.

• Manages and coordinates meeting room list and request list, facilitating communication between meeting site and users.

Additional Responsibilities:

• Communicate with administrators regularly

• Uphold SGH Values and follow the center’s policies and procedures.

• Ability to function well in a high-paced environment; performs additional duties as assigned by executives.

• Manage complex office administrative work requiring the use of independent judgment and initiative

Knowledge, Skills & Abilities:

• High school diploma or equivalent

• 3 years’ experience working in a professional office

• Must exhibit a desire to help families

• Demonstrated proficient computer skills with MS Office products and G Suite.

• Demonstrated excellent customer service and communication skills

• Knowledge of privacy policies

• Excellent organization and time management skills

• Excellent written, oral, and collaborative communication skills

• Excellent attention to detail and accuracy in client paperwork

• Ability to work independently with minimum supervision

• Ability to work under pressure to meet deadlines

• Ability to coordinate and follow through on projects

• Ability to interact with various departments throughout the organization

• Bilingual/Spanish fluency is a plus

Summary of Physical Requirements:

• Walking, sitting, standing, bending, reaching, twisting

• Requires, crouching/squatting, kneeling

• Hand/finger dexterity and writing