Our House Grief Support Center,

Administrative Assistant, Afternoon/Evening

Posted
1 month ago
Employment type
Part-Time
Location
Los Angeles

Title: Administrative Assistant Operations (Afternoon/Evening)
Status: Part Time
Hours: Mon.-Thurs., 1-9:00pm (alt. Mon-Thurs 3-9 & Fri 10am-4pm)
Supervised by: Director of Operations

Responsibilities include, but are not limited to:

Reception 

  • Maintain a warm and welcoming front desk and lobby
  • Answer incoming calls, disseminate information and direct callers to appropriate staff
  • Greet guests, clients and volunteers and provide necessary information and assistance
  • Maintain organization and cleanliness of shared spaces in office, including group rooms
  • Prepare group rooms and ensure correct items & signage before they begin and clear out room when group ends
  • Close office Monday to Thursday following group sessions


Administrative Support 

  • Attend weekly 1:1 or group administrator meetings and attend monthly all-staff meetings
  • As needed, share in coordinating office or floor maintenance or repairs
  • Maintain attendance in chart and in SharePoint for each group and assist with charging
  • Assist clinicians as needed as it pertains to volunteers, group members or administrative needs
  • Responsible for updating the agency’s master calendar and coordinating board meetings
  • Purchase all office supplies and coordinate office storage spaces on-site and off-site
  • Maintain inventory of all collateral and restock regularly
  • Package and ship all book orders and other outgoing mailing needs
  • Receive, sort, and distribute the mail daily


Program & Development Assistance

  • Assist the Spanish Satellite program with group member scheduling and reminders
  • Assist with the Spanish Satellite program’s coalition logistics and administrative needs
  • Electronically organize Spanish translations and maintain their integrity across all platforms
  • Assist with data entry as needed by Director of Operations, Development or the Clinical Team
  • Provide administrative assistance to the Medical Education Program
  • Assist with the preparation and setup of in person volunteer and CEU trainings in WLA
  • Assist with maintaining the WLA group member waitlist
  • Assist with tracking group member consents and coordination of new groups in WLA
  • Attend and assist with agency Run for Hope, Volunteer Luncheon, Camp Erin, House of Hope Gala and additional events as requested (set up/breakdown and event production)

To apply

Email resume & cover letter to Shannon@ourhouse-grief.org