Our House Grief Support Center,

Administrative Assistant, Operations

Posted
2 months ago
Employment type
Full-Time
Location
Los Angeles

Title: Admin Assistant Operations (Daytime)
Status: Full Time
Hours: Monday-Friday 9:00am-5:00pm
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
  • Confirm next day appointments by telephone
  • Maintain and update Zoom schedule, coordinating with WH Operations
  • Review intake documents and pursue corrections before routing to proper clinician
  • Send daily zoom group reminders and text messages
  • Generate digital groups, including proper registration questions, appropriate staff point-person, and branding
  • Maintain organization and cleanliness of shared spaces in office, e.g., volunteer and group rooms

Administrative Support

  • Update and maintain agency Pre-Group Appointment calendars, including appointments and room assignments
  • Design, generate, update, and optimize digital intake mediums
  • Data analysis, including board report trends for each center and program
  • Attend weekly 1:1 with supervisor and group administrator meetings and attend monthly all-staff meetings
  • As needed, share in coordinating office or floor maintenance or repairs with other admins
  • Assist volunteers with photocopying or projects as requested
  • 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)

Clinical Program Administrative Support

  • Prepare and send correspondence to potential group members per the clinical team’s instructions
  • Seasonal School Program assistance, including helping to prepare attendance sheets, permission slips and curricular materials; ordering/maintenance of supplies
  • Assist with needs and projects as requested, including updating, collecting and tracking data
  • Assist with preparations for presentations and clinical trainings
  • Assist with launch, management, and maintenance of new client database
  • Assist in identifying and producing reporting and needs including the creation and revision of custom reports and the identification of data entry requirements
  • Coordinate paperwork and correspondence as needed and Assist with Program outreach (i.e. resource fairs, tabling events)

To apply

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