Senior Administrative Assistant

Job Description

Job Description

JOB CATEGORY : Exempt [ ]

Non-exempt [X]

Updated 12 / 05 / 2024

LIFEPATH JOB DESCRIPTION

TITLE : SENIOR ADMINISTRATIVE ASSISTANT

SUPPORT AREAS : Community / Volunteer Resources and

Marketing / Development

GENERAL DESCRIPTION :

The Senior Administrative Assistant is responsible for ensuring office functioning and administrative support of two key LifePath areas : Community / Volunteer Resources and Marketing / Development. The aim of this important senior administrative support position is to advance LifePath’s ability to advance its mission to contribute to the well-being and care of older adults, persons living with disabilities and caregivers. LifePath as a workplace practices tolerance and focuses on creating an environment that celebrates diversity, equity, inclusion and belonging.

PRIMARY FOCUS AREAS :

LifePath’s Community & Volunteer Resources (CVR) area supports close to 250 volunteers who assist in reaching our most vulnerable neighbors in Franklin County. These neighbors are individuals over the age of 60 years, and also include persons living with disabilities of all ages, linking them to LifePath’s vital resources. The administrative assistant will support our exciting annual volunteer appreciation event week activities, outreaching to new volunteer applicants, processing referrals for volunteers and supporting the intake process, and helping to improve our volunteer communications. As a vital member of our dynamic team, the administrative assistant will support our efforts to strengthen our community partnerships.

The Marketing and Development (Mkt / Dev) team supports the organization’s efforts in expanding community awareness for LifePath’s many programs. Our goal is to strengthen our relationships with existing donors and community partners, while pursuing new opportunities in securing additional revenue to further support our programs. In this role, the administrative assistant will be responsible for conducting research to identify new grant funding opportunities, coordinating data entry efforts in maintaining our NEON CRM platform, and to assist with the coordination of other development tasks such as donor acknowledgement and special event logistics throughout the year.

QUALIFICATIONS :

Experience : Proven experience in a fast-paced, technology-driven office environment, managing multiple tasks and interacting with diverse groups of people. Experience in nonprofit human services programs is a plus.

Organizational Skills : Exceptional organizational abilities with a keen attention to detail, ensuring accuracy and efficiency in all tasks.

Communication Skills : Strong written and verbal communication skills, with the ability to convey information clearly and professionally.

Independence : Ability to function effectively with minimal supervision, demonstrating self-motivation and initiative.

Administrative Skills : Proficiency in performing a wide range of admin tasks, including data entry, document management, and general office support.

Interpersonal and Customer Service Skills : Excellent interpersonal skills with a strong focus on customer service, maintaining positive relationships with colleagues, clients, and stakeholders.

Technology Proficiency : Solid technology skills and comfort level, including proficiency in Microsoft Office and Google Workspace, learning how to create simple, clear reports. Comfortable with, and willing to learn LifePath’s presentation software and equipment, such as Zoom & Google Meet, OWL, NEON (our volunteer / donor database) and Constant Contact.

Flexibility and Adaptability : Must be adaptable and flexible, able to adjust to changing priorities and demands.

Availability : 35 hrs / nonexempt –periodic weekend or evening event or outreach support may be needed

Transportation : Must possess a valid driver’s license and have reliable, insured transportation.

DUTIES AND RESPONSIBILITIES

Project Support and Coordination :

Schedule and organize meetings, ensuring staff are informed of deadlines

Maintain and organize project documents, including meeting notes

Track project progress and ensure timely completion of tasks

Data Surveys and Donor Entry :

Enter donor and volunteer data into databases

Conduct grant research using a grant finding database system

Support volunteer satisfaction surveys and help to compile and summarize results

Track event attendance

Document and Grant Record Management :

Prepare and maintain databases for CVR & MKt / Dev areas

Perform general admin duties such as photocopying, faxing online, shredding, and filing (both physical and digital)

Quality Improvement Support

Support LifePath quality improvement efforts by organizing, supporting and following up activities and tasks related to CVR and Mkt / Dev areas.

Assist with data entry, processing referrals and maintenance of records, utilizing the NEON CRM and Constant Contact Platforms.

Meeting and Event Preparation :

Assist with meeting and event preparation and implementation, including communications, managing registrations, setting-up rooms and equipment, taking notes, and handling wrap-up and follow-up tasks.

Customer Service and Communication :

Complete mailings and distribution of materials for volunteers and donors. Provide phone and email support for CVR and Mkt / Dev areas. Support social media engagement as needed.

General Administrative Support :

Support LifePath’s new event processes and volunteer engagement activities as requested. Assist with area tasks that may arise, as needed.

SUPERVISION :

The Senior Administrative Assistant is supervised by the Director of Community & Volunteer Resources and the Associate Director of Marketing & Development. The position is split 50% between both areas.

ESSENTIAL FUNCTIONS :

Physical :

Visual, speaking, auditory and mobile capacity necessary.

Capacity to see computer screens and read written material.

Capacity to hear and speak on the telephone and utilize software such as ZOOM.

Capacity to communicate verbally with courtesy and attentiveness to LifePath consumers, volunteers, surrogates / caregivers, supervisors and managers.

Capacity and comfort with use of computer / office equipment such as computers, copy machines, etc.

Ability to sit or stand for extended periods of time.

Occasional reaching and grabbing objects with both hands, twisting of hand and wrist, and pushing and pulling of objects.

Occasional bending, squatting, and twisting to perform work functions.

Occasional capacity to lift up to 25 pounds.

Mental :

Ability to understand and support LifePath mission, office, and processes

Capacity to learn new donor and volunteer computer software

Capacity to deal steadily and calmly with varying personalities

Capacity to work well in a fast paced, rapidly changing environment.

Environmental :

Work is indoors with external outreach activities that occur in public places such as libraries, community partner locations, councils on aging / senior centers. Work responsibilities may include outdoor events (ex. LifePath’s annual Walkathon and PRIDE events).

Must be able to tolerate by-products of office machine operation.

Must be able to tolerate heat and cold of seasonal changes and indoor temperatures.