Organizational Assistant

Description

This position supports Art Heals Arizona by providing administrative support for the organization, development assignments, programmatic needs, and daily administrative activities. Staffing the reception desk, greeting, and providing excellent customer service to donors, visitors, volunteers, teaching artists and staff on behalf of Art Heals Arizona over the phone, online and in person.

Department: Operations

Supervises others: No

Reports to: Office Manager 

Employment Status: Full-time

FLSA Status: Nonexempt

Benefits: Full-time employee benefits

Beginning Salary: $38,000

Location: Phoenix & Surrounding Areas

Telework and Flexible Schedule Eligible: No

Service Orientation – Proficient level of competency

• Anticipates and identifies constituents' wants, needs, and concerns. 
• Presents a welcoming, professional, and positive demeanor.
• First point of contact for the organization including telephones calls, reception desk, and email, greeting program participants, volunteers, donors, and general public.
• With direction from the Development Team, contacts donors and provides excellent and timely customer service regarding donations.
• With direction from the Programs Team, communicates with volunteers, partner agencies, facilities, mentors, and artists. 
• Supports Program, Development and Operations department needs including maintaining inventory of office supplies used throughout the organization and preparing meeting spaces as needed. 

Detail Orientation – Developing level of competency

• Demonstrates thoroughness in accomplishing a task with concern for all the areas involved, no matter how small.
• Maintains the info@artheals general email inbox and development email, routing emails appropriately or answering emails to provide the best Art Heals Arizona experience.
• Logs calls, emails, and other interactions with constituents, in CRM Salesforce.
• Maintains donor information including entering incoming checks, in-kind donations and ACH payments to CRM. Works with Development and Finance staff to complete monthly reconciliation.
• Maintains internal organization calendars
• May be asked to takes and distributes meeting notes for All Staff meetings, department meetings, and committees or special projects as requested.
• Facilitates thank you cards, acknowledgement letters, updates internal documents, and internal calendar
• Art Room support: Intakes, values, processes in-kind donations; tracks orders; assigns tasks to Art Room volunteers; provides supplies for mentors/artists and program staff.

Mission Focused

• Promotes the transformative nature of resilience-building arts programs.
• Makes business decisions grounded in the mission.
• Promotes healing nature of art, creativity & healing.
• Advocates for the interests of children & partners.

Communicate Effectively

• Ensures that others involved in a project or effort are kept appropriately informed.
• Tailors communication content, tone, and method (verbal written, email, phone, etc.) to audience.
• Seeks to fully understand before responding.

Instills Trust

• Consistently delivers on commitments, demonstrating both competence and credibility internally and externally.
• Actions are aligned with intent and words.
• Involves people in decisions that affect them.

Collaborative

• Prioritizes organization and group objectives over individual goals.
• Provides assistance and support to others to help them reach their individual goals.
• Expresses disagreements constructively and works toward solutions that are mutually beneficial.

Self-Management

• Demonstrates the ability to maintain composure.
• Takes initiative and acts without waiting for direction with available information.
• Accepts responsibility for gathering information, taking action and results.

Requirements

• Minimum one year experience working in an office. Nonprofit preferred.
• Proficient using Windows and Microsoft applications; in-depth knowledge of these systems is a plus. 
• Ability to read and write in Spanish is a plus.
• Must be able to have access to and provide reliable transportation for self. An AZ driver’s license and proof of insurance is required for qualifying mileage reimbursements.
• Must be able to obtain and hold an Arizona Department of Safety Fingerprint Clearance Card and pass a criminal background check.

Physical Requirements:

• Must be able to remain in a stationary position 90% of the time using a computer.
• Must be able to identify and assess written materials including fine print.
• Must be able to position self to maintain files, supplies, document boxes, and other materials up to 25 pounds as needed.

Environmental Requirements:

• Must be able to regularly work in a well-lit, temperature-controlled work area.
• Must be able to work in an open area with other employees and volunteers 80% of the time.

Salary : $38,000