Admnistrative Assistant
Arthritis Foundation - Santa Barbara, CA

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The Administrative Assistant performs a full range of administrative duties for the office and Executive Director. This position handles multiple projects and is accountable for the timely completion of tasks. The Administrative Assistant relieves the ED of routine details and must have a good working knowledge of Foundation policies and procedures. Independent judgment and discretion are exercised in the planning and execution of responsibilities within established policies. Reports to the Executive Director and works with the Development Directors.

Knowledge, Skills and Abilities: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Education: Associates degree or two years of college plus minimum three to five years of progressively responsible administrative experience or equivalent combination of education and experience.

Computer/Internet Skills: In order to perform this job successfully, the individual should have excellent/accurate typing skills; proficiency in Microsoft Office Word, Excel, PowerPoint and Outlook; Experience with standard office machinery; working knowledge of how to post content using social media. (Facebook, Twitter, Youtube, etc)

Communication Skills: In order to perform this job successfully one must pay close attention to detail; possess excellent oral and written communication skills including spelling, grammar, and punctuation, editing and proofreading skills. Must possess excellent interpersonal skills.

Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of volunteers or employees of organization.

Other: Must have strong project management skills, experience in public contact activities and administrative liaison work; Ability to organize and prioritize work and meet deadlines.

Essential Duties & Responsibilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Fiscal Duties

Ability to track revenue and expenses for special events and programs

Prepare and review revenue forms (e.g., batch header ticket) to send to the Regional office for processing

Obtain and keep records of petty cash for special events or programs

Prepare and code monthly expense statement and expense reports for manager and keep track of receipts;

Purchasing

Determine need and quantity for supplies for events and routine office supplies

Processing of forms for expenses, etc.

Information Systems & Social Media

Data entry into donor database, Team Approach (Soon Raiser’s Edge)

Constant use of Internet, Team Approach, Kintera, Outlook calendars and AF Connect (intranet) for general administrative use

Compile and prepare routine reports from information readily available

Retrieve reports from computer, Team Approach and Kintera

Post approved content using social media such as Facebook, Twitter or YouTube

Send email blasts using Kintera

Filing and Mail

Create and maintain files

Perform simple screening of mail and distribute accordingly

Assist with event or program mailings

Prepare form letters, simple memoranda, labels, memorial cards and general correspondence

Proof all correspondence for spelling and grammar

Public Health Support

Fulfill or coordinate fulfillment of Arthritis Information Referral Services (AIRS)

Enter AIRS data into donor database

Assist Program Director as needed with stats collection

Creating TA events for non-EB Programs (i.e. Trainings, Advocate Entries, JA Programs, Speakers Bureaus, Patient Ed Lectures)

Set up events attendance – Kintera

Update community programs Listing quarterly

Assist in development of marketing materials such as flyers for lectures

Registering participants for programs

Volunteer Management

Recruit office volunteers, communicate schedule, and assign duties accordingly

Reception

Greet visitors, screen and refer calls and provide routine information to public

Ensure voicemail is always updated and instructions available to the public when the office is closed.

Have knowledge of the Foundation to answer non-routine and/or sensitive inquiries or know where to refer those calls

Meeting Coordination

Maintain routine calendar in Outlook, cancel and schedule appointments accordingly

Prepare all meeting correspondence for Board or Committee meetings

Coordinate all details with meeting venues including meeting space, food, materials, etc.

Attend all Board and Committee meetings as requested

Transcribe and disseminate minutes from Board & Committee meetings

Travel

Some travel may be required to attend National, Regional or local trainings, events, and meetings

Miscellaneous

Any other duties that may assigned by the Administration / Management

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Interested Parties
Anyone interested in applying for this position should send a resume and cover letter afpacificresume@arthritis.org with "Administrative Assistant, Santa Barbara" as the subject.

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