What are the responsibilities and job description for the IMPACT Administrative Assistant position at Volunteers of America Delaware Valley?
Job Description
Job Description
General Functions :
The employee in this classification shall report to the Senior Executive Coordinator. This position provides administrative support services to the Senior Executive Coordinator and the Executive Team. Assists in all administrative responsibilities related to the Stephen A. Shultz Program Development and Training Center and as assigned. May handle a wide variety of situations and conflicts involving the clerical and administrative functions of the office. Responsible for confidential and time-sensitive material. Prepares routine and advanced correspondence, including letters, memoranda, and reports. This job description may not include all assigned duties, responsibilities, or aspects of the job described. It may be amended at any time at the sole discretion of management. Based on Program / Department needs, your schedule is subject to change.
Scope of Duties :
Interact (verbally and non-verbally) with all clients, staff, and community members professionally with respect and courtesy.
Maintain client and staff confidentiality in compliance with administrative policies and procedures.
Attend and participate in regularly scheduled staff meetings, supervisory conferences, and training sessions when applicable
Complete an intake in the Give Hope Data system for new clients, refer them to the appropriate program staff, and dispatch IMPACT (Immediate Mobilization of Police Assisted Crisis Teams) staff for transportation, subject to client needs.
Use discretion in disseminating information to facilities, staff, and other stakeholders.
6.. Safeguard the organization's confidentiality by exercising discretion in communicating information to staff and various stakeholders served by the organization and in handling administrative records, files, and similar confidential items.
Promote a positive image of the organization by greeting and receiving visitors to the Office.
Coordinate meetings as directed. Prepare agenda and supplemental documentation for distribution, take minutes, and distribute.
Attend meetings with or on behalf of the Senior Executive Coordinator as required.
Provide administrative support to update the Policy and Procedure Manual annually and the Board of Directors Manual biannually.
Facilitate the success of meetings hosted by the Office of the CEO and Senior Management by scheduling events with appropriate participants, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications or last-minute changes, coordinating or providing support during meetings, and taking minutes.
Exercise initiative and independent judgment in managing the office's daily activities.
Arrange travel for the Senior Management Team and prepare associated approval forms and expense reports to facilitate efficient and cost-effective travel as needed.
Support telephone / desk coverage for the Camden Office as assigned.
Assist the Development and Communications team with donation letters and mailings
Other Duties as assigned
Scheduling Scope of Duties :
Assist the Sr. Executive Coordinator in scheduling meetings, program tours, and events when applicable
Set up and maintain the cleanliness of the training room / board room (including the set-up of IT equipment for virtual meetings)
Arrange resources and catering for meetings
Pick-up or arrange delivery of catering or other meeting-related items as needed
Customer Service Scope of Duties :
Greet visitors / clients, answer guest / client questions, requests, and complaints, and forward them to the appropriate staff person
Provide general assistance and information
Maintain a friendly, polite, and professional manner
Manage office supplies and deliveries for the Collingswood Office. When supplies come in, put them away. Keep a running list of orders and advise the Supervisor on what is over or under-ordered.
Answer and direct phone calls, provide general information, and communicate critical information effectively.
When needed, process invoices and expense reports, decorate for holidays, and provide office tours.
Clerical tasks when needed to support Executive staff and Senior management
Manage and distribute incoming and outgoing mail
Keep the reception area and supply closets organized
Restock office supplies and break room supplies daily
ADA Essential Functions :
Ability to climb stairs and walk the perimeter of the facility.
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