HARAMBE SOCIAL SERVICES
JOB DESCRIPTION: Harambe Social Services is delighted to welcome a Part-Time Administrative Assistant who is dedicated and precise in following directions. This role is essential in supporting our leadership team, ensuring the organization runs smoothly and communication is seamless. We are looking for a candidate who is exceptionally detail-oriented, adept at following instructions, and excels in completing tasks with accuracy and efficiency. This position is perfect for someone who values precision and enjoys contributing to a well-organized team environment. Your work will be integral to the success of our operations, and you'll have the opportunity to be part of a supportive and collaborative workplace.
Working Environment
This position operates within a professional office setting and occasionally requires attendance at off-site events. The role is part-time and requires the candidate to be in the office. The hours can be flexible but should be discussed with the Director/Supervisor to ensure it accommodates both the candidate’s schedule and organizational needs.
Harambe Social Services is an equal-opportunity employer committed to fostering an inclusive and diverse workplace. We encourage applications from all qualified individuals.
Key Responsibilities
Leadership Support
- Calendar Management: Assist leadership with scheduling meetings, appointments, and coordinating agendas. Maintain organized calendars and anticipate scheduling conflicts.
- Communication: Draft and distribute memos, emails, and other correspondence to staff and external partners with a professional tone.
- Meeting Preparation: Organize materials and logistics for meetings, prepare presentations, and take meeting minutes.
- Travel Coordination: Arrange travel itineraries and accommodations for leadership team members in line with organizational policies.
Administrative Tasks
- Voicemail Management: Access and manage voicemails and correspondence.
- Call Management: When requested, support answering and directing phone calls, providing information and assistance as needed.
- Mail Distribution: Check the agency postal mailbox twice per week. File, distribute/scan mail to the appropriate staff.
- Inbox Management: Manage info and consent inboxes, ensuring accurate filing, prompt responses, and forwarding to appropriate staff as necessary. Upload and/or send documentation to appropriate staff.
- Invoices: Scan and forward invoices to the relevant departments.
- Compliance: Monitor the compliance and renewal of agency licenses, forms, policies, and applicable documentation.
- Audits: Complete client audits as directed to ensure data accuracy.
- Meeting Support: Capture and distribute meeting minutes.
- Supplies: Ensure the office and marketing supplies remain in stock. Communicate needs with supervisor/director in advance. Coordinate with staff to pick up purchase orders and supplies as needed.
- Outreach & Event Support: Assist with the coordination and execution of agency outreach events and fundraiser: Assist in setting up and wrapping up events when in attendance.
- Project Assistance: Support special projects as assigned, ensuring timely completion and adherence to goals. i.e. addition and removal of storage items.
- Information Technology: Provide basic IT support and escalate issues when necessary.
Client and Partner Interaction
- Client Reception: Greet and assist clients and visitors, addressing inquiries to enhance satisfaction.
- Partnership Liaison: Facilitate communication and coordination with external partners and stakeholders as requested by the Directors/Supervisors.
Perform additional duties as assigned by leadership to support the overall goals and mission of the organization.
Qualifications
- Education: High school diploma or equivalent; an associate degree or higher is preferred.
- Experience: Previous administrative experience is preferred, especially in a support role to leadership.
- Skills: Strong organizational and communication skills, proficiency in Microsoft Office Suite, Google Suite, and the ability to multitask to meet deadlines.
- Attributes: Detail-oriented, proactive, capable of maintaining confidentiality, and adept at following instructions precisely.
Harambe is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
Job Type: Part-time
Pay: $22.82 per hour
Application Question(s):
- How may years experiences do you have working with non-profit agencies?
Education:
Experience:
- Microsoft Office: 3 years (Required)
- Microsoft Excel: 1 year (Required)
Work Location: In person
