Thank you for your interest in joining our team! Union Mission, Inc. is an Equal Opportunity Employer. We seek staff best suited to each position based on their education, training, and experience. Union Mission, Inc. makes employment decisions and maintains a work environment free from discrimination based on race, color, religious creed, national origin, gender, sexual orientation, age, disability, genetic information, veteran/military status, marital status or other status protected by federal or state law, with regard to any term or condition of employment. Union Mission, Inc. is a Drug-Free workplace.
Current open positions are listed below. Review the responsibilities and if you meet the desired qualifications, please complete the linked application for employment and send the completed application and your resume to firstname.lastname@example.org with the job title included in the subject line.
Administrative Assistant (Non-Exempt)
JOB TITLE: Administrative Assistant (Non-Exempt)
REPORTS TO: Human Resources Coordinator
- Associates Degree in Business/related field and/or a combination of education and experience
- A minimum of 4 years of administrative experience (non-profit a plus)
- Types minimum of 50 wpm with minimal errors
- Ability to answer multi-line telephone system and triage calls appropriately
- Excellent organizational skills and multi-tasking abilities
- Ability to work in a team environment
- Excellent verbal and written communication skills
- Proficient in various computer applications including Microsoft Access, Excel, Outlook, Power Point, Publisher, online volunteer management and donation tracking software
- Proficient with all basic office equipment and machinery i.e. telephone, fax, copy machine, printers and any other office equipment required for the job.
- Must possess good judgment, and the ability to work with minimal supervision
- Excellent client / customer service skills for diverse populations
FUNCTION AND PURPOSE OF POSITION
The Administrative Assistant must be able to interact with Executive Staff, Board of Directors and agency programs, all levels of personnel, clients and partnering organizations, as well as interact in a professional manner with the general public. The Administrative Assistant is a liaison between the organization and the community and therefore must create and maintain positive and effectual lines of communication. The Administrative Assistant performs various administrative duties requiring knowledge of telephone systems, office hardwares and softwares, scheduling, data entry, responding effectively and efficiently to both internal and external consumer requests as well as other duties as assigned. This position requires a a proficient understanding of the organization, programs and procedures as well as the ability to work within those structures.
The following list of responsibilities is not meant to be all-inclusive and may be adjusted to meet program needs.
- Greet clients and visitors professionally and efficiently making them feel valued
- Provide excellent telephone coverage. Triage calls by listening to requests, collecting adequate information, evaluating needs, providing callers with UMI program information and ensuring callers are transferred to the proper program or staff member. Ensure proper coverage when away from work station.
- Coordinates Executive Leadership appointment schedules
- Responsible for all preparation required for Board of Director and Executive Committee, as well as tracking meeting attendance and taking of meeting minutes
- Responsible for all preparation required for Program Management team meetings, as well as tracking meeting attendance and taking of meeting minutes
- Provides both direct and indirect administrative support to Executive Staff and other management team members, such as but not limited to, typing correspondence, generating reports, providing supplemental telephone coverage, etc.
- May assist in preparing training and staff schedules, presentations and reports for grantors and guests
- Assist, as needed, with the solicitation, tracking, and correspondence associated with donations of goods and services
- Record and distribute mail appropriately
- Coordinate and maintain all legal and institutional documents for Union Mission to include (but not limited to) contracts, leases, titles, bylaws, etc.
- Monthly data collection
- Mail processing
- Frequent handling of confidential information in an appropriate and professional manner
- Participates in monthly agency-wide trainings and other trainings as directed
Other duties as assigned
This position shall have access to information in a patient’s medical record only to the extent that such information is required to carry out job duties. Any information obtained will only be used by or disclosed to those who have a need to know to ensure the provision of quality patient care. Patient information is to be held strictly confidential.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and policy/procedure manuals. Ability to write routine reports and correspondence.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Elementary use of computer spreadsheet programs.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of instructions in mathematical or diagram form and deal with several abstract and concrete variables.
While performing the duties of this job, the employee is regularly required to sit; stand; walk; use hands to fingers, handle, or feel; reach with hands and arms; talk and hear; and smell. The employee will occasionally lift and/or move up to 5 pounds and rarely lift and/or move up to 10 pounds. Specific vision abilities required by this job include close, distant, and peripheral vision, color and depth perception, and ability to adjust focus.
While performing the duties of this job, the employee is in an office environment or community setting. While performing the duties of this job the employee may be exposed to clients who may ask inappropriate personal questions, display socially unacceptable personal behaviors, use profanity and sexually explicit phrases, make insulting remarks or threats regarding appearance, age, sex, or rage, exhibit defiance, dishonesty, and assaultive or self-destructive behaviors.