Primary Responsibilities

• Supervise the Receptionist.
• Provide backup for the Receptionist when needed.
• Oversee catering and room reservations for meetings and events.
• Coordinate internal events such as community builders and monthly staff birthday activities.
• Take the lead on occasional third-party opportunities for staff and participants, such as free Trail Blazers tickets.
• Proactively be the point person for maintenance, mailing, shipping, supplies, equipment, and errands.
  • Responsible for inventory management of the workroom and office supplies. This includes tracking and ordering supplies as needed and making sure the postage machine is working properly and has sufficient funds.
  • Coordinate with IT and the Operations Director on office maintenance activities.
  • Ensure that the facility (inside and out) remains organized and tidy and meets safety requirements. This includes eliminating trip hazards, maintaining clear passageways, etc.
• Provide support to the Executive Team.
  • Attend and take minutes at quarterly Board of Directors meetings.
  • Prepare the Board meeting packet for distribution.
  • Support other requests from the Executive Team as the need arises.
• Provide program support.
  • Prepare SymptoProTM client packets and enter SymptoProTM data into the tracking database.
  • Manage Food Matters, the internal food pantry. This includes receiving and shelving weekly shipments and regularly removing items that are no longer usable, as well as maintaining logs of temperature checks, distributions, and required staff training. Also, provide order recommendations to the Gladstone Food Pantry Manager.
• Assist with staff travel arrangements upon request.
• Provide support to the Administrative Team.
  • Receive, process, and track credit card purchase requests. This includes accurately documenting the purchase and receipt of each request, purchasing the item(s), and tracking both the credit card use and order status.
  • Process client hotel stays. This includes scanning and sending authorization forms, making payments by phone, requesting guest folios/ receipts, and working with staff members as needed.
  • Reconcile the monthly credit card statement according to the stated schedule. This includes collecting and organizing receipts and other documentation and then submitting them to Accounts Payable by the established deadline.
• Communicate company policy changes as needed.
• Regular attendance is required.
• Other duties as required.

• A high school diploma or equivalent.
• Bilingual, English / Spanish is preferred but not required.
• A minimum of 2 years of administrative experience.