Administrative Assistant
Positions: Administrative Assistant
Reports To: Operations & Marketing Manager
Posted Salary Range: $19.02 - $22.50/hour (dependent on qualifications and experience)
Hours: Part-Time, Non-Exempt (15-20 hours/week)
Benefits: Schedules set at 20 hours/week is eligible for additional pro-rated benefits including PTO, Catastrophic Leave, Holiday hours, 401k with company match, and pro-rated insurance (health, dental, vision, life insurance). Schedules fluctuating below 20 hours/week are eligible for Paid Sick Leave, 401(k) Plan with Company Match, other state required benefits
To Apply: Submit cover letter and resume to Erin Groce (HR Director) via the form below
Mission & Culture:
Adoption Options is an inclusive, non-profit adoption agency dedicated to enriching the lives of children, youth, and families. We provide education, placement services, counseling, and support for all members of the adoption community. The staff and Board of Directors at Adoption Options is actively working as a team to uphold the company's stated values of Integrity, Compassion, Respect, Inclusion, Education, and Professionalism in all aspects of the organization.
Position Summary:
Reporting to the Operations & Marketing Manager. This part-time (15-20 hr/wk) position is accountable for providing advanced executive-level administrative support to the Executive Director and Operations & Marketing Manager. The Administrative Assistant position carries out general office operations efficiently and provides support for donor development, events, and programs as directed.
This role will be scheduled to work several afternoons each week (until agency closing time) to ensure continuous phone and office coverage.
Essential Functions/Responsibilities:
Position Requirements:
Physical Requirements:
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Supervisory Responsibilities:
This position has no supervisory responsibilities.
Telecommuting:
This position may be minimally eligible for participation in Adoption Options Telecommuting program on a limited basis.
The above statements are intended to describe the general nature and level of the work being performed by individuals assigned to this position. This is not an exhaustive list of all duties, responsibilities, and physical demands. Adoption Options management reserves the right to amend and change responsibilities to meet business and agency needs as necessary.
To provide equal employment and advancement opportunities to all individuals, employment decisions at Adoption Options will be based on merit, qualifications, and abilities. Adoption Options does not discriminate in employment opportunities or practices based on race, color, religion, sex, sexual orientation, national origin, age, disability, genetics, gender identity or expression, protected veteran status, or any other characteristic protected by law.
Adoption Options will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.
Adoption Options is a recognized leader in supporting and serving LGBT families through the Human Rights Campaign Foundation's - All Children All Families.
Reports To: Operations & Marketing Manager
Posted Salary Range: $19.02 - $22.50/hour (dependent on qualifications and experience)
Hours: Part-Time, Non-Exempt (15-20 hours/week)
Benefits: Schedules set at 20 hours/week is eligible for additional pro-rated benefits including PTO, Catastrophic Leave, Holiday hours, 401k with company match, and pro-rated insurance (health, dental, vision, life insurance). Schedules fluctuating below 20 hours/week are eligible for Paid Sick Leave, 401(k) Plan with Company Match, other state required benefits
To Apply: Submit cover letter and resume to Erin Groce (HR Director) via the form below
Mission & Culture:
Adoption Options is an inclusive, non-profit adoption agency dedicated to enriching the lives of children, youth, and families. We provide education, placement services, counseling, and support for all members of the adoption community. The staff and Board of Directors at Adoption Options is actively working as a team to uphold the company's stated values of Integrity, Compassion, Respect, Inclusion, Education, and Professionalism in all aspects of the organization.
Position Summary:
Reporting to the Operations & Marketing Manager. This part-time (15-20 hr/wk) position is accountable for providing advanced executive-level administrative support to the Executive Director and Operations & Marketing Manager. The Administrative Assistant position carries out general office operations efficiently and provides support for donor development, events, and programs as directed.
This role will be scheduled to work several afternoons each week (until agency closing time) to ensure continuous phone and office coverage.
Essential Functions/Responsibilities:
- Conserve the Executive Director’s time by drafting letters and documents, collecting and analyzing information, and initiating other communication as directed
- Assist the Executive Director with donor and client engagement, special projects, Board support, and presentations
- Gather information, assemble material, and run errands for meetings/special projects
- Accurately record minutes/notes/action items from meetings and distribute as directed
- Support events as directed, including organization of event materials, attend meetings, event setup/takedown, volunteer support, errands, participant assistance, etc.
- Ensure tracking and appreciation of donors by utilizing agency donor software
- Help welcome and direct visitors and callers to the agency
- Respond to telephone inquiries with general agency information, take messages, or route to agency staff as appropriate
- Complete other administrative tasks and support agency programs as directed
- Work with the Office Coordinator to ensure that facilities are clean, well-organized, and safe for employees and visitors. Prepare and set up workspaces as needed.
- Work independently and within a team on special and nonrecurring projects as directed
- Work in a collaborative and supportive manner with all agency staff members and volunteers
- Operate within approved budgets and processes as established by the Executive Director
Position Requirements:
- At least 2 years experience in an administrative office role. 4 years experience preferred.
- Thorough and demonstrated knowledge, skills, and experience with Microsoft Office Suite (including Outlook, PowerPoint, Word, Excel, Mail Merge, etc.)
- Willing to be trained on and to utilize donor and client software (Little Green Light & SAM)
- Strong organizational, communication, and writing skills
- High attention to detail
- Demonstrated proactive approach to responsibilities
- Proven ability to respond to changing situations in a flexible manner to meet the current needs of the business, such as reprioritizing work as necessary
- Capacity to successfully manage multiple projects with many details at the same time
- Adhere to agency internal and external confidentiality requirements
- Ability to effectively use office equipment, including postage meters, multi-function printer, etc., and a willingness to learn and operate new equipment and systems as required
- Exceptional interpersonal skills with timely, appropriate follow-up
- A desire to work in a small non-profit team environment and perform multiple tasks
- Motivated and committed to the agency’s mission statement and values
- Meet the attendance requirements of the job, including nights and weekends as scheduled
- Must have access to reliable transportation and possess a valid, unrestricted driver’s license. Must have proof of 100/300/100 current car insurance on any vehicles driven for the agency, as frequent local travel will be required and overnight travel is possible.
Physical Requirements:
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Speaking and hearing ability including bending, reaching and prolonged periods of sitting routinely lifting and/or moving up to 25 pounds
- Required to work extended periods of time at a video display terminal with ongoing key board data entry
- Vision adequate to read correspondence, computer screen, forms, etc.
Supervisory Responsibilities:
This position has no supervisory responsibilities.
Telecommuting:
This position may be minimally eligible for participation in Adoption Options Telecommuting program on a limited basis.
The above statements are intended to describe the general nature and level of the work being performed by individuals assigned to this position. This is not an exhaustive list of all duties, responsibilities, and physical demands. Adoption Options management reserves the right to amend and change responsibilities to meet business and agency needs as necessary.
To provide equal employment and advancement opportunities to all individuals, employment decisions at Adoption Options will be based on merit, qualifications, and abilities. Adoption Options does not discriminate in employment opportunities or practices based on race, color, religion, sex, sexual orientation, national origin, age, disability, genetics, gender identity or expression, protected veteran status, or any other characteristic protected by law.
Adoption Options will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.
Adoption Options is a recognized leader in supporting and serving LGBT families through the Human Rights Campaign Foundation's - All Children All Families.
