Administrative and Communications Associate

ALZHEIMERS D.R.D.A. - Providence, RI

Full-timeEstimated: $30,000 - $42,000 a year

The mission of the Alzheimer's Association Rhode Island Chapter is to eliminate Alzheimer's disease through the advancement of research, to provide and enhance care and support for all affected, and to reduce the risk of dementia through the promotion of brain health.

General Statement of Responsibilities

Reporting to the Chapter Executive Director, the Administrative and Communications Associate is responsible for key administrative and logistical activities in the Chapter’s offices in Providence, Rhode Island. These include supporting the efficient operation of the office environment, as well as assisting professionals with data entry and software packages such as Convio and Personify. Additionally, this person is responsible for associate-level Communications duties. Providing support in the management of chapter volunteers is another important role. This is a position requiring exceptional self-management capability, flexibility, strong interpersonal skills, and discretion (confidentiality). Occasional evening and weekend work is required.

Core Job Responsibilities

Provide an effective and pleasant welcome to the Association both in person and on the phone, including:
Answering and directing telephone calls to appropriate staff and helpline volunteers
Greeting and directing visitors
Helping callers to register for programs and events
Ensuring a neat appearance of the reception area, copy room and mailbox area
Support the administrative operations of the Providence office, including:
Receiving and signing for deliveries
Assisting with mailings when needed
Sorting all incoming mail
Performing data entry and word processing on an as needed basis
Sending thank you letters and processing memorial donations
Recording all checks received
Handling logistics for regularly scheduled health fairs
Ensure the effective operations of the office environment, including:
Overseeing inventory and ordering of supplies
Performing data entry and linking databases
Supporting liaison with building management
Handling setup for meetings
Maintenance of copiers/postage machine to ensure all equipment is in good working order and schedules on-site technical repairs when needed

Provide administrative support for Communications, including:
Assisting with planning and placement of marketing/public awareness campaigns, to include tracking and timelines
Maintaining media contact database
Maintaining internal organizational calendar
Administering Public Relations functions, including daily/weekly releases, community Calendars
Social Media: regular postings on Facebook, Twitter, Instagram and LinkedIn.
Serving as a communications resource to our diverse range of Development and Programs and Services professionals
Work closely with chapter staff and regional chapter staff involved with communicatons
Oversee outreach, recruitment and intake of Volunteer staff, including:
Utilizing social media and website resources for outreach and recruitment
Orienting and matching volunteer candidates to specific roles and making sure materials and directions are available
Implementing comprehensive volunteer recognition efforts
Tracking utilization of volunteers with volunteer tracking database
Key Education / Professional Requirements

Associate degree required, Bachelor’s degree preferred
Two years’ experience working in a relevant office environment
Two years’ experience in Microsoft Office, including Word, Excel and Outlook
Experience with Convio and Personify software preferred
Strong writing skills, communications experience helpful
Key Professional Attributes

Strong self-management skills, as independent initiative and ability to collaborate are essential
Professional personal demeanor and presence, recognizing the significance of the role as a “face/voice” of the Association
Ability to multitask in a fast-paced environment, since efficient use of time and flexibility are requisites to meeting the high level of support demand
Strong interpersonal skills with the ability to work under pressure with a wide range of personalities, including resolving conflicts quickly and effectively
Effective verbal and written communication skills, reflecting an understanding of the appropriate use of communication technologies
Appreciation of cultural and ethnic diversity, especially with respect to outreach to underserved communities
Competitive Salary and Benefits provided