Administrative Assistant - Programs
- Provides highly responsible administrative and technical assistance to the Director of Programs, and Program Manager(s).
- Develops and maintains a tracking process for departmental assignments, special projects, and assigned action plans.
- Monitors the progress of assignments and ensures that deadlines are met. Coordinates work between departments and managers.
- Responds to inquiries regarding program or administrative regulations, policies, and procedures. Interprets policies and procedures and makes administrative recommendations and decisions.
- Compiles, prepares, verifies, processes, and maintains confidential agency documents, complex correspondence, reports, and forms.
- Assists in compiling and analyzing data and reports.
- Receives calls for the Director, and takes appropriate action on the Director’s behalf.
- Manages the Director’s schedule to include calendar appointments, conferences, and travel activities. Coordinates meetings and conference calls.
- Assists with preparation for meetings, attend meetings and take minutes as assigned.
- Prepares documents and presentations, conducts research, and assists with technology needs of Director and Program Manager(s).
- Manage filing system for the department. Order supplies, place printing orders, submit translation requests, and assist with budget preparation.
- Send thank you gifts and other deliveries as requested by the department.
- Handle hospital event logistics and volunteer needs for the Hospital Ambassador Program.
- Continue to support and innovate the “Party In a Box” component for hospital events. Project management from inception through completion. Collaborate with the Marketing department to ensure all branding guidelines are met.
- Work with the Program Manager and Development team to ensure all hospital orders are on track, assess inventory levels, and assist with volunteer services and requests.
- Participate, facilitate and/or assist at hospital events and Hand to Hold events.
- Submission of weekly and monthly reports - timesheets, expense reports - in a timely fashion.
- Perform other duties as may be assigned by your supervisor.
- Bachelor’s degree or equivalent professional work experience.
- 3 years administrative support or executive assistance experience.
- Ability to work both independently and as part of a team.
- Ability to think proactively, address problems creatively, and take initiative appropriately.
- Ability to maintain confidentiality and professionalism.
- Ability to think and plan strategically yet able to be detail and task-oriented.
- Ability to work from the office during normal business hours.
- Project management experience. Overseeing the work of others without direct supervision of collaborating employees.
- Demonstrated excellence in organizational, written, and verbal communication skills.
- Must be proficient in G Suite software, all Microsoft office products, and generally be technically savvy.
- Willingness to learn and apply best practices in health literacy and peer support.
- Personal experience with a child or loved one in the NICU is a plus.
- Bilingual in English and Spanish is a plus.
Report to the Director of Programs
- Open to applicants in the Austin, Texas metropolitan area
- Full time, hourly, non-exempt position
- Compensation: $18 hour
- Benefits include health & Life Insurance with the option to add Dental, Vision, and additional Life insurance.
- Paid Time off as well as a generous schedule of paid annual holidays.
Covid 19 update: While the majority of the office staff is currently working remotely, this position may require 2-3 days/week at the office. Our organization is committed to following all Austin Public Health Covid 19 protocols.
Must be physically able to reach second-floor office space by stairs (no elevator access)
Substantial movements (motion) of the wrist, hands, and/or fingers in a repetitive manner.
Uses a personal computer approximately 6-7 hours per day.
Use telephone and email to communicate, approximately 2-4 hours per day.
Sit approximately 6-7 hours per day.
Exerting up to 20 pounds of force occasionally to lift, carry, pull, or otherwise move objects.
Bending, stooping, and reaching several times throughout a shift.
Must be able to see clearly with or without corrected vision.
Manual dexterity sufficient to reach/handle items and work with the fingers.
Well-lighted, heated, and/or air-conditioned indoor office setting with adequate ventilation.
Moderate noise (examples: business office with computers and printers).
To apply, add a cover letter and resume.