Administrative Assistant

Department Administration

Location Homecare/Office

Reports to Director of Development and Engagement

Next Review Date 12/2025

Mission Statement

To provide individualized and compassionate care, education, and support for the dying and those who have

experienced loss.

Position Summary

Responsible for performing administrative support functions for volunteer services ,the administrative leadership team

and the main reception area.

Position Qualifications

• Education and Training:

o Required: High school graduate or equivalent.

o Required: Successful completion of a one or two-year degree in an administrative assistant/secretarial

field or 2 years of experience in an administrative assistant/secretarial role.

• Experience:

o Required: 2 years of experience in an administrative assistant/secretarial role.

o Required: Proficient in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office

equipment.

o Preferred: Previous work experience in a healthcare or hospice setting.

o Preferred: Experience managing business phone calls and directing/triaging them as needed.

o Preferred: Experience working with and scheduling volunteers in a healthcare setting.

o Preferred: Knowledge of Customer Relationship Management (CRM) software.

• License or Certification:

o Required: Valid driver’s license with acceptable driving record.

Position Duties and Responsibilities

• Administrative Support

o Provide administrative support to volunteer services and members of the administrative leadership team

including calendar management, meeting coordination, preparing meeting and event materials, and

other administrative tasks; as assigned.

o In the absence of the receptionist:

• Responsible for answering main line phones and directing callers to the appropriate

department or individual.

• Provide information to callers and resolve inquiries whenever possible.

• Greet guests and visitors and provide assistance or direction as needed.

• Volunteer Coordination

o Serve as a point of contact for volunteers, responding to inquiries, providing information about

volunteer opportunities, and assisting with the application process.

o Coordinate volunteer assignments to patients and families based on their interests, skills, availability and

schedules in collaboration with the Volunteer and Events Coordinator, and clinical staff, ensuring

adequate coverage and support for patients and families.

o Assist with volunteer onboarding and orientation, including processing paperwork, conducting

background checks, and facilitating training sessions.

o Prepare and distribute correspondence, memos, and other documents related to volunteer

recruitment, training, and supervision.

o Maintain accurate and up-to-date records of volunteer activities, including hours worked, assignments,

and training completion

• Communication and Outreach

o Communicate regularly with volunteers to provide updates, share resources, and solicit feedback on

their experiences.

o Collaborate with the Volunteer and Events Coordinator to develop and implement communication

strategies to engage volunteers and promote volunteer opportunities within the community.

o Assist with the development and distribution of promotional materials, including brochures, flyers, and

social media posts, to raise awareness about the hospice volunteer program.

o Assist with special projects and other duties as assigned by the Volunteer and Events Coordinator or

members of leadership.

• Data Management and Reporting

o Maintain electronic and paper files related to volunteer records, including applications, training

materials, and performance evaluations.

o Compile data and generate reports on volunteer activities, outcomes, and program impact for internal

use and reporting purposes.

o Assist with data entry and database management to ensure accurate and timely tracking of volunteer

hours, assignments, and demographics.

o Assist with data management and reporting as directed by members of the administrative leadership

team.

• General Office Duties

o Coordinate with other office staff to order and maintain office supplies, equipment, and materials

necessary for volunteer program operations and the general office.

o Share in front reception desk coverage.

Physical Demands

Sedentary (Requires lifting 10 lbs., carrying small objects)

Light (Requires lifting 20 lbs., with occasional carrying of up to 20 lbs.)

Medium (Requires lifting 50 lbs., with occasional carrying of up to 25 lbs.)

Heavy (Requires lifting 100 lbs., with occasional carrying of up to 50 lbs.)

Very Heavy (Requires lifting over 100 lbs., with occasional carrying of up to 50 lbs.)

Supervising Responsibilities

Yes - The position has direct supervising responsibilities

No - The position does not have supervising responsibilities

Travel Requirements

The position requires regular use of an insured, reliable vehicle for travel throughout Seasons Hospice service area.

The position requires occasional use of an insured, reliable vehicle for travel.

The position does not require travel.

Agency Expectations

• Adhere to all Seasons Hospice policies and procedures.

• Adhere to the Seasons Hospice Behavior Standards.

• Adhere to all Health Insurance Portability and Accountability Act (HIPAA) rules and regulations.

• Serve as an ambassador for Seasons Hospice.

• Support the patients and family’s unique spiritual and cultural beliefs.

• Respect for diversity in the workplace.

• Participate in the employee performance review process.

• Demonstrate ongoing responsibility for self-education.

• Maintain personal and patient safety, as appropriate to position in the agency.

• Actively participate in committees within the agency.

• Attend scheduled department meetings and agency meetings on a regular basis.

• Occasional flexibility with work schedule and regularly scheduled work hours.

• Participate in the Quality Assessment Performance Improvement Program (QAPI); as requested.

• Participate in orientation, training, and education of new employees and volunteers; as requested.

• Participate in orientation and supervision for students seeking experience in hospice care; as requested.

• Assume responsibility for the promotion of the hospice concept in the community and with other agencies and

professionals.

• Participate in orientation of new employees, as requested.

• Perform other duties as requested and/or assigned.
  

This job description is only a summary and is not designed to cover or contain a comprehensive listing of activities,

duties or responsibilities that are required of the employee. Nothing in this job description restricts management’s right to

assign or reassign duties and responsibilities to this job at any time. This job description is subject to change at any time

with or without notice.