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
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;
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
Recruit office volunteers, communicate schedule, and assign duties accordingly
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
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
Some travel may be required to attend National, Regional or local trainings, events, and meetings
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.
Anyone interested in applying for this position should send a resume and cover letter email@example.com with "Administrative Assistant, Santa Barbara" as the subject.