Administrative Assistant - Programs

Hand to Hold is a national non-profit organization providing NICU family support through a number of service-oriented programs. Reporting to the Director of Programs, the Programs Administrative Assistant is instrumental in maintaining an efficient workflow for Hand to Hold’s Programs team.  

This position is vital to the success and growth of Hand to Hold programs and will serve as a key internal face within the organization supporting this team. This position requires someone who is well-organized, has great time management skills, takes initiative, and is self-motivated to act according to the values of Hand to Hold.   Personal experience with Hand to Hold’s mission is a plus.

    Essential Functions:

    Staff Support

    • 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.

    Event Planning

    • 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

    Additional Information:

    • 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.

    Physical Demands:

    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.

    Work Environment:

    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.

    This position has been filled. Would you like to see our other open positions?