Position Summary
The Administrative Support Specialist serves as a key member of the Senior Connections team by providing comprehensive administrative, communications, and operational support. This position is responsible for ensuring the efficient day-to-day operation of the office while supporting agency programs, events, communications, technology systems, and customer service. The specialist acts as a central resource for staff, volunteers, clients, and community partners and plays an important role in maintaining organizational effectiveness and promoting the mission of Senior Connections.
Essential Duties and Responsibilities
Office Administration
- Serve as the first point of contact by greeting clients, visitors, volunteers, and community members in a professional and welcoming manner.
- Answer, screen, and direct incoming telephone calls.
- Manage voicemail systems, outgoing greetings, holiday and weather closure messages.
- Administer the phone system and train new staff on phone operations.
- Open and close the office following established security procedures.
- Lock and unlock file cabinets, building entrances, automatic doors, lights, televisions, and other office equipment.
- Track daily office contacts including walk-ins, telephone calls, and email inquiries for reporting purposes.
Administrative Support
- Prepare monthly staff meeting agendas.
- Record and distribute staff meeting minutes.
- Compile and prepare Board of Directors packets by gathering reports from department leaders.
- Provide administrative support for agency leadership and staff.
- Assist with special projects and organizational initiatives as assigned.
Communications and Marketing
- Coordinate, design, and publish the agency newsletter.
- Gather articles and updates from staff and community partners.
- Upload newsletters for commercial printing and coordinate distribution.
- Design flyers, brochures, and promotional materials.
- Manage the agency website and ensure content remains current.
- Manage agency Facebook and LinkedIn pages.
- Post employment opportunities through multiple online platforms and social media channels.
- Enter monthly meal menus into Google Calendar for website integration.
Event Planning and Community Engagement
Assist with planning, coordination, promotion, registration, and execution of agency events including:
- Spring into Fun
- Voucher Day
- Jay Cooke Bus Trip
- Fourth of July Parade
- Farm Market Cookout
- Senior Picnic
- Dachshund Derby
- Walk to End Alzheimer's
- Fall Leaf Bus Trip
- Christmas Party
- Christmas Lights Bus Trip
Additional responsibilities include:
- Designing promotional materials
- Managing guest registration lists
- Coordinating volunteers
- Assisting with event setup and logistics
Database and Program Support
Serve as a PeerPlace Champion by:
- Running system reports
- Entering meal assessments
- Printing meal rosters
- Entering Campus Café meal information
- Maintaining nutrition program records
- Creating monthly reports and spreadsheets
- Entering nutrition department notes
- Supporting accurate program documentation
Office Equipment and Supplies
- Manage the agency postage system.
- Process outgoing mail.
- Order postage, ink, and mailing supplies.
- Administer online postage system.
- Coordinate copier and printer maintenance and repairs.
- Order office supplies through approved vendors.
- Purchase supplies locally as needed.
- Order agency-branded materials and printed supplies.
Program and Resource Management
- Manage incontinence supply inventory.
- Coordinate the agency Loan Closet.
- Maintain organized storage and distribution of supplies.
Additional Responsibilities
- Provide backup transportation dispatch using two-way radio communications.
- Perform routine office cleaning and organization.
- Assist with seasonal initiatives including:
- March for Meals
- Cupid Crew
- Thanksgiving meal distribution
- Christmas meal distribution
- Holiday decorating
- Farm Market Voucher Day
- Perform other duties as assigned to support agency operations.
Knowledge, Skills, and Abilities
- Excellent customer service and interpersonal communication skills.
- Strong organizational and time management abilities.
- Ability to prioritize multiple projects while meeting deadlines.
- Proficiency with Microsoft Office and Google Workspace.
- Experience using databases and online management systems.
- Ability to create newsletters, flyers, and marketing materials.
- Familiarity with social media management.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality.
- Ability to work independently while collaborating effectively with a team.
- Strong attention to detail and problem-solving skills.
- Comfortable learning new software and technology platforms.
Preferred Qualifications
- Associate's degree in Business Administration, Office Administration, Communications, Human Services, or a related field, or an equivalent combination of education and experience.
- Two or more years of administrative or office management experience.
- Experience with nonprofit organizations is preferred.
- Experience with database management, event planning, and customer service is highly desirable.
Physical Requirements
- Ability to sit, stand, and walk for extended periods.
- Ability to lift and carry up to 25 pounds.
- Ability to operate standard office equipment.
- Occasional travel within the community for meetings, errands, and events.
Position Characteristics
This position is ideal for someone who enjoys variety. On any given day, the Administrative Support Specialist may be assisting clients at the front desk, creating a newsletter, troubleshooting office technology, coordinating a community event, updating the website, ordering supplies, or supporting leadership with board materials. Success in this role requires exceptional organization, flexibility, initiative, and a commitment to providing outstanding service to older adults, volunteers, staff, and community partners.
Pay: $17.00 - $20.00 per hour
Work Location: In person
