Administrative Assistant

Title: Administrative Assistant

Department: Administration

Reports To: Executive Administrative Assistant

POSITION DEFINITION:

The Administrative Assistant supports the day-to-day operations of the Center for Hope Hospice & Palliative Care by providing administrative and clerical support to multiple departments. This entry-level position works primarily with the Human Resources Department and the Fund Development Department while also assisting other administrative departments as needed.

The Administrative Assistant helps ensure efficient office operations by coordinating communications, maintaining records, assisting with scheduling and meetings, and supporting departmental projects. The position requires strong organizational skills, attention to detail, and the ability to work collaboratively with staff across departments.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

To support the Human Resources Department by:

• Assisting with scheduling interviews and coordinating communication between candidates and hiring managers.
• Collecting and organizing onboarding documents for new employees.
• Preparing and mailing reference verification forms and other employment-related correspondence.
• Maintaining and filing employee records in accordance with organizational policies and confidentiality standards.
• Assisting with general HR administrative tasks and projects as assigned.

To support the Fund Development Department by:

• Assisting with departmental mailings and donor communications.
• Providing support with applications, forms, and related documentation.
• Entering information into databases and maintaining accurate records.
• Assisting with recordkeeping and administrative aspects of fundraising activities.

To support administrative operations across the organization by:

• Providing general administrative support to other departments as needed.
• Attending meetings, taking notes, and preparing summaries or minutes as requested.
• Assisting with scheduling and coordinating meetings or departmental activities.
• Assisting with organizational mailings and other office-related tasks.
• Performing additional administrative duties as assigned to support efficient office operations.

Working Relationships

Must be able to work effectively with administrative staff, department directors, professional and non-professional staff, and external contacts. The Administrative Assistant must maintain professional communication and cooperation across departments while supporting the mission of the organization.

Working Conditions

Professional duties will be performed primarily in an office environment located at the Center for Hope Hospice & Palliative Care administrative offices. This is a full-time, on-site position.

Job Hazards

Minimal hazards typical of an office environment.

Equipment Used in the course of work performed:

Telephone, computer, copier, printer, and other standard office equipment.

OSHA Compliance

Must exhibit OSHA compliance awareness and safety orientation/annual education. This includes but is not limited to blood borne pathogens, universal precautions, 'Right to Know', infection control, T.B., Hepatitis B, needle stick, and safety.