Administrative Support Assistant

The Administrative Support Assistant role is to provide primary support and staffing for an OFSN office, program or event. In addition, the Administrative Support Assistant supports general administrative functions which may include office functions, securing facilities, answering phones, greeting visitors and staff, responding to OFSN email, data base entry, office machine functions and maintenance, supply ordering, requesting insurance certificates, use of Constant Contact, physical mail processing, training/meeting room set up and clean up, zoom meeting support, maintenance of reception or other public facing area, special event support, filing, written correspondence, and proofing materials.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative (75%)

• Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, ordering supplies, sorting and distributing correspondence and maintaining database records.
• Copy and maintain updated office materials, forms, packets, etc.
• Track, inventory and order supplies as needed or directed by the office or program assigned to support.
• Process program or organizational forms including tracking and reconciliation.
• Responds to emails and other digital queries and correspondence.
• Track data across multiple platforms.
• Coordinate facilities use and clean up.
• Greets visitors and staff in person, via virtual platforms and through written communication.
• Ensure public facing spaces are organized, clean and inviting.
• Provide support for meetings which may include notetaking, packet preparation, refreshments, follow up, etc.
• Answer and direct phone calls or take messages for appropriate program, manager or employee.
• Create and maintain project information in project management system.

Reporting and Communication (25%)

• Enter data into database and provide support for data reporting.
• Work with regional or program team members to synthesize and coordinate data collection.
• Send staff reminders and other program or organizational communications as directed.

OTHER DUTIES AND RESPONSIBILITIES

• Be responsive to needs of the organization by ensuring alignment with organizational goals and objectives in all aspects of the work.
• Other duties as assigned or needed by the organization.

• Proficient in Microsoft Office (Word, Excel, PowerPoint), database systems, Zoom, and Google Meet.

• Strong organizational and communication skills.

• Experience working with diverse populations and a commitment to equity and inclusion.

• Able to manage multiple priorities and meet deadlines.

• Positive, professional, and welcoming demeanor.

• Capable of working both independently and as part of a team.

• Reliable transportation, valid driver’s license, and an insurable driving record (or consistent access to transportation).

• Understanding of HIPAA and confidentiality standards.

• Must pass a criminal background and abuse check.

Bilingual fluency is a plus and highly valued.