Hand to Hold Office Administrator
Hand to Hold® is a national non-profit 501(c)(3) organization that provides compassionate in-person hospital and virtual support to NICU and bereaved parents before, during and after a NICU stay. All programs are designed with the emotional, physical and social needs of NICU families in mind to help them feel more secure during a highly stressful time. This early intervention mental health support is available at no cost to NICU families across the United States.
As a 2022 Best Place for Working Parents® business, our dynamic, growing organization seeks an Office Administrator to join our team in Austin, TX. Reporting to the Chief Operating Officer, this person will play a key role in the general management of the offices of Hand to Hold.
The ideal candidate will be able to exercise sound judgment in various situations, manage a broad range of administrative responsibilities and consistently meet deadlines.
Attributes paramount to this position include superior organizational, interpersonal and communication skills; a positive and helpful attitude; and the ability to anticipate needs and implement solutions. Additional projects and tasks beyond the scope of this job description may be required to meet the organization's needs. Personal experience with Hand to Hold’s mission is a plus.
Volunteer Coordination (25%)
Recruit, support and develop volunteers to support hospital program and fundraising event needs
Coordinate Youth Ambassador program
Create volunteer postings in relevant systems and develop positive working relationships with volunteers that support organization and growth of volunteer program
Transport and pick up materials assembled by off-site volunteers
Update and utilize contact database (Hubspot) to track and record volunteer contact information, hours, availability and preferences
General Office Administration (75%)
Warmly welcome visitors, volunteers, and staff and assist as needed
Serve as the central point of contact for the office and perform a broad range of administrative tasks including, but not limited to: composing and preparing correspondence; coordinating meetings and calls; planning travel and producing itineraries; managing organizational calendar; responding to emails and inquiries in the general email and voicemail boxes, and coordinating mailings
Manage office administration including, but not limited to, scanning, filing, handling mail, office supply purchasing, inventory supply control, bank deposits, and keeping the office organized and presentable at all times
Provide support for special projects and events and attend as needed: including venue and vendor research, budget management, guest lists, invitations, and catering
Organize meeting room scheduling, equipment, and cleaning
Organize and purchase catering, coffee, or other refreshments as needed
Coordinate building and maintenance issues for general repair and updates
Purchase computers, printers, supplies, and other equipment upon request
Purchase and manage inventory of staff business cards, shirts, name badges, equipment, and door access codes.
Serves as point person to address staff queries regarding office-related needs
Coordinate monthly staff meetings, including sending reminders and preparing agenda
Coordinates staff holiday celebrations, including planning dates, sending out reminders, setting up decor and food or refreshments
Prepare correspondence, documentation, or presentation materials.
Assist the Online Store Coordinator in preparing, packaging, and shipping order materials and online sales as needed ensuring accuracy and efficiency on every order.
Assist colleagues whenever necessary and be flexible and adaptable to meet the organization's needs
Maintain inventory and restocking of office amenities, including but not limited to the water cooler and snacks
Maintain office system operations and safety measures (e.g., security door codes, ring doorbells, security system, panic buttons, etc.); liaise with the landlord to ensure compliance with building closures, security function, custodial and maintenance services
Manage and oversee building access for vendors, volunteers, and staff
Maintain physical equipment, inventory and oversee purchases of office equipment, supplies, and furniture; manage supply requests and negotiate purchase orders following budget and purchasing policies
Update office schedules and contact lists, ensure timely distribution to staff
Oversee office organization and operations, including the scheduling of offices for our remote team and organization of supplies
Handle phone & email inquiries coming into the agency, liaison with community partners and management, direct inquiries to appropriate parties
Maintain Google Drive filing system organization and maintenance.
Send thank you gifts, schedule deliveries, and run errands as needed.
Submit weekly and monthly reports – timesheets, expense reports – in a timely fashion.
Perform other duties as may be assigned by the Executive Staff
We prefer you have:
Ability to convey a high degree of commitment and passion for the mission of Hand to Hold
Excellent written and oral communication skills that are effective with diverse audiences, including board members, volunteers, internal staff, donors, executives, potential funding partners, and all constituencies
Ability to maintain a high level of confidentiality and professionalism
The ability to work independently and as part of a team; detail-oriented, well-organized, focused, and goal-oriented, with a high level of initiative and energy, as well as problem-solving skills.
Prior experience in database management, as well as knowledge of Hubspot CRM
Personal experience with a child or loved one in the NICU
Bilingual in English and Spanish
We need you to have:
Minimum of 1 year of related experience
Must be proficient in G Suite software, all Microsoft office products and generally technologically savvy
Ability to work full-time from the office during regular business hours
Professional appearance as the representative of the organization in the office
Impeccable attention to detail, superior organizational, communication and interpersonal skills
Aptitude for being proactive, resourceful and enterprising
Proven ability to prioritize, respond in a fast-paced environment, handle a high volume of work and consistently meet deadlines
Open to applicants in the Austin, Texas, metropolitan area
Full-time, hourly, non-exempt position: 40 hours per week schedule.
Office hours are M-F, 9 am-5 pm
Occasional evenings and/or weekends for events as needed
Compensation at $20/hour based on experience
Benefits include Health & Life Insurance with the option to add Dental, Vision & Life insurance.
Paid Time off, sick time accrual, and a generous schedule of 13 paid annual holidays.
Must be able to reach 2nd-floor office space by stairs (no elevator access) multiple times daily.
Will need to occasionally exert up to 30 lbs of force to lift, carry, pull or otherwise move objects.
To apply, send a cover letter and resume to email@example.com.