General Duties

• Answer main phone line and distribute calls accordingly
• Prepare UP badges for all staff
• Serve as the first point of contact for the organization by welcoming all staff, parents, guests and vendors
• Refer guests to the appropriate person for information and/or meetings and appointments
• Distribute incoming mail and process outgoing mail
• Maintain administrative office area, tracks and orders office supplies and drinks
• Maintain office equipment (printer and stamp machine) supplies such as: copier toner, copy paper, ink and other equipment supplies
• Assist with event coordination including securing rooms, ordering food, creating flyers, ordering other needed materials
• Keep the shared office space organized and stocked with supplies
• Schedule Paper Shredding Days and Storage Days
• Attend Deaconess Technology meetings as needed and assist with building wide events as needed
• Communicate and disseminates information to UP staff from the Deaconess Center for Child-Well Being

Program-Related Duties

• Generate a variety of agency documents such as correspondence with external community/program partners.
• In conjunction with the accountant, completes monthly vendor invoices for programs

Recruiting-Related Duties

• Under the direction of the HR Business partner with supporting applicants in completing all necessary paperwork prior to starting
• Conduct employment verifications on all new hire candidates
• Run FCSRs on all new hires
• Process E-verify checks on all new hires
• Process Comprehensive Background Checks on all new hires and ensure every new hire has an eligibility letter prior to starting
• Manage the New Hire checklist in the HRIS
• Provide support at career fairs as needed

HR-Related Duties

• Update information in the HRIS as needed
• Update HR-related reports as needed (i.e.: benefits, headcount, referral bonus, employee file compliance)
• Upload Staff Trainings and credentials in the HRIS
• Assist with New Hire Orientation preparation as needed
• Works with the HRBP and IT to ensure new hires have required technology and passwords on day one
• Organize and maintain HR files; audit files to ensure employee files are compliant with federal, state, local laws as well as licensing and COA.
• Create Staff Site files and forward to compliance
• Assist with maintaining accurate job descriptions
• Assist with writing and updating HR-related procedures 

Volunteer Coordinator Duties

• Communicate with all departments of the organization to identify available opportunities and needs for volunteers
• Recruit volunteer staff to fit the roles needed using a variety of resources and techniques.
• Keep detailed records of volunteer’s information and assignments
• Gather information about each volunteer skills, availability, and goals; matches volunteers with appropriate opportunities
• Regularly communicate with volunteers to ensure placement is a good fit for individuals skills and goals
• Maintain files, records, applications, and other data concerning volunteer program
• Develop and maintain a volunteer database
• Process any background checks required for volunteers working on site with children
• Create written policies and procedures for the volunteer program to follow
• Coordinate volunteer recognition and appreciation of events and activities
• Point of contact for all volunteer activities
• Hold Volunteer Orientation for new volunteers