Administrative Assistant

Office of Injury Prevention Administrative Assistant

JOB DESCRIPTION

Front Desk Office Duties

• Welcome and assist guests with professionalism, empathy, and a friendly demeanor, ensuring they feel valued and directing them to the appropriate team member or program of service.
• Handle payments and complete service-related paperwork.
• Answers phone lines, transfer calls, take messages, and responds to voicemails.
• Attends meetings with or for the Coordinator; prepares agendas and meeting minutes as needed.
• Create PowerPoint presentations and other documents upon request.
• Assist the Program Director with grant writing tasks as assigned.

Reporting

• After training, using Event Info Sheets, input data and complete final event counts in a variety of reports as assigned.
• Use local input data to produce an injury prevention annual report.

Inventory

• Maintain accurate count for safety equipment.

Events/Ongoing Programs Preparation

• Prepare participant boxes/bags, forms/waivers, insert safety materials.
• Organize and pull event supplies and assist with loading and unloading before and during events as needed.

Appointment Reminders

• Send appointment confirmation email when making appointments.
• Send online ZOOM links as needed for confirmed virtual appointments.
• Send text message reminders to all appointments for services 1 – 2 days prior to service date.
• Call participants 1–2 days in advance to remind them of their appointments.

Developing Flyers and other documents

• Gathering content for flyers, emails; submit to the Coordinator for review. Administrative Assistant may design and print on copier some basic flyers and forms if needed.

Literature

• Order Safety Literature and promotional items to ensure stock availability.

Office & Storage Room Organization

• Maintain an organized and clean office space.
• Organize and monitor storage areas.
• Utilize and support Volunteers/Interns to assist with these duties, if needed.

General Duties

• Support the Prevention Team with community activities, events, ongoing programs, and fundraising projects.
• Assist with volunteer recruitment and support.
• Collect information from community partners and share it with the supervisor to ensure effective service delivery.
• Maintain regular and predictable attendance.
• Maintain confidentiality of identified sensitive information and of departmental information.
• Represent Safe Kids Columbus and it’s lead agency in a positive manner.
• Capable of lifting, moving, and carrying up to 40 lbs. as needed.

Other Duties as Assigned

Job Types: Part-time, Contract

Pay: $10.00 - $14.00 per hour

Expected hours: 26 per week

Schedule:

• Day shift

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

Salary : $10 - $14