Position Overview:

Administrative Assistant to provide and support administrative and operational functions for the nonprofit Pediatric Clinic. Responsibilities included are managing daily office operations, coordinating administrative tasks, implementing and managing effective systems, and ensuring clear communication between staff, volunteers, donors, and parents. This position plays a crucial role in supporting the organization’s mission and objectives by maintaining a positive and productive working environment for the Pediatric Clinic operations in a professional way.

Responsibilities:

Provide support as needed for Pediatric Clinic operations, including the expansion and growth of pediatric patients and treatments. Assist with daily set up and cleanup of all clinic spaces. Assist Practitioners as needed to set up treatment rooms, notify when patients have arrived, confirm and schedule appointments for patients with parents. Maintain a log of all patients treated, including name, date, amount paid or no pay. Notify Practitioners of any concerns detected with patients and/or parents.

Day-to-day office operations, including overseeing office supply needs and equipment, office space and cleanliness, and ensuring systems are functioning effectively. Make sure all supplies are ordered and stocked, keeping an adequate inventory at all times. Notify landlord and vendors when needed to assist with maintenance of office space, equipment and supplies.

Provide administrative support including record maintenance, correspondence, reports, and other related activities as directed by the Executive Director. Keep all files, manual and computer, organized and labeled appropriately.

Serve as central point of contact for internal and external communication including answering phone calls, returning calls, managing calendars, scheduling meetings, and preparing agendas to ensure efficient and timely accurate dissemination of information to Executive Director, board members, volunteers, donors, parents, and patients.

Coordinate with staff, board members and volunteers to plan and execute organizational events, including fundraisers, workshops, classes, and community outreach activities. Manage logistics, vendor relationships and communications to ensure successful events.

Assist with implementing a new accounting system. Organize accounting information, pay attention to detail, do data entry accurately and efficiently. Work with Executive Director and outside accounting support to make sure all information and reports are correct and provide information necessary for effective management of the nonprofit.

Ensure compliance with legal and organizational policies as required.

Qualifications

Experience as an Administrative Assistant or a comparable role, preferably within a nonprofit organization.

Proven organizational and multitasking skills with the ability to prioritize and meet deadlines.

Strong communication skills, with the ability to effectively interact with staff, volunteers, donors, parents, and patients.

Proficient in computer applications (Microsoft Office including Excel Spreadsheets), and technology for administrative tasks.

Basic accounting knowledge and experience to assist with implementing a new accounting system and provide ongoing data entry. Communicate with Executive Director and outside accounting support as needed to provide requested accounting and finance information.

Excellent problem-solving skills, ability to exercise sound judgment in complex situations. Good attention to detail, with the ability to maintain accuracy and handling data and document preparation.

Demonstrated commitment to the mission and values of the nonprofit organization.

Job Type: Full-time

Pay: $24.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Lakewood, CO 80227: Relocate before starting work (Required)

Work Location: In person