Administrative Assistant

Role Details

Position: Administrative AssistantPart-time, daytime hours, in the Home, with adjustment for special projects and events. 3 days per week. For the qualified person, there is a potential opportunity to combine the role of Administrative Assistant with Coordinator of Volunteers to create a dual role position up to 5 days/week, with benefits available. For a dual role position, also refer to the Coordinator of Volunteers job description posted on our website at circlehome.orgSupervisor: directly reports to the Home Director and receives tasks from the Home Director and Board ChairOrganizational Objectives: Our vision is to allow our residents, who are served by Hudson Valley Hospice, to live in a warm, loving, home-like atmosphere of support and encouragement during their final months of life. Our primary goal is to provide comfort care, symptom control and pain management for our residents, as well as to be a source of comfort and respite for residents’ families and friends.Position Objective: The Administrative Assistant serves as a liaison between the Home Director and the Board Chair to coordinate and carry out the everyday clerical and organizational tasks.Position Responsibilities related to the organization and Circle Home:1. Maintain duties as needed (answer phone, day-to-day activities, guest book)2. Pick up mail, distribute to appropriate people, coordinate bills with the Bookkeeper, maintain email lists3. Coordinate projects and committee goals in order to support the overall objectives of the organization and Circle Home4. Support all fundraising endeavors with both internal and external parties, to help achieve yearly fund-raising targets5. Manage calendars and scheduling (including Zoom meetings), coordinate meetings with Committee heads6. Assist database manager with updating and maintaining a centralized database; create, generate, and distribute various documentation or information as needed by the Board or Committee Chairs7. Maintain inventory of “staple” food items (coffee/tea, creamer, eggs, bread, etc.) and house supplies (or find a volunteer for this job)8. Report anything not properly working to Director for repair9. Attend social and fundraising events whenever possible10. Set up various educational awareness and fund-raising support job fairs and other recruiting events (or find a volunteer)11. Manage clerical duties: files, data entry, developing and maintaining printed materials12. Other duties as assignedQualifications: Bachelor’s Degree preferred Prior non-profit or community-based organization experience Non-profit software knowledge helpful Strong computer skills and cloud-based applicationsKnowledge, Skills, and Abilities: ? Exceptional coordinating/administrative skills ? Strong organizational and communication skills ? Strong interpersonal skills ? Ability to effectively manage multiple priorities and competing tasks simultaneously ? Proactive, with strong anticipatory and listening skills ? Professional presence and demeanor ? Excellent phone manners and etiquette ? Must be able to accept varied workload including travel and occasional weekend work ? Confidentiality is a must in working with sensitive data, along with discerning judgment in handling communications, expenses, budgets, and other issues ? Must be a team player who can build and maintain trust and confidence of all members ? Proficiency in MS Word, Excel, PowerPoint, Google Docs, Constant Contact, Database Management, Outlook, and cloud-based applications

Circle of Friends for the Dying, Inc provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.