Non-Profit Administrative Assistant

JOB TITLE: Office Administrative Assistant

Supervised by: Executive Director

Job Classification: Non-Exempt, Full-Time (40 hours per week)

Compensation: Based on experience

All duties and standards of this position will be performed according to the established policies, procedures, and guidelines within the Deaconess Nurse Ministry.

These examples of work are not all-encompassing or restrictive and are expected to vary with changing needs and priorities. The duties for this position are defined and assigned by the Executive Director.

Job Duties and Responsibilities

Office Administration

• Responds to and directs telephone calls, emails, and office inquiries to the appropriate area of the organization.
• Maintains organized electronic and paper filing systems, records, correspondence, and confidential documents.
• Coordinates calendars, meetings, appointments, and administrative communications for the organization.
• Orders and maintains office supplies and assists with daily office operations.
• Provides administrative support to the Executive Director and staff as needed.

Human Resources Support

• Coordinates employee onboarding and offboarding processes, including preparation of orientation materials, personnel files, and employment documentation.
• Assists with posting employment opportunities, screening applications, and scheduling interviews.
• Maintains current employee records, training documentation, licenses, insurance information, and compliance files.
• Tracks employee vacation, holiday, and sick leave accrual and usage.
• Assists with payroll preparation and collection of required employee documentation.
• Serves as a resource for routine staff inquiries and administrative support needs.

Data Base Management & Donor Tracking

• Maintains and updates organizational databases, including donor management systems, employee records, program participation data, contracts, and mailing lists. This includes: inputting, updating, sustaining, and generating reports as required.
• Processes donations and prepares donor acknowledgment letters and related correspondence.
• Tracks pledges, donor contributions, grants, and fundraising information through organizational software systems.
• Maintains accurate data collection for grants, contracts, payroll support, and nonprofit program reporting.

Program Support

• Assists with preparation of materials for nonprofit programs, organizational meetings, trainings, retreats, and community initiatives.
• Supports preparation of brochures, contracts, renewal agreements, monthly invoicing, newsletters, presentations, and correspondence related to organizational operations.
• Assists with contract billing, renewals, and maintaining supporting documentation.
• Maintains communication and positive working relationships with nurses, churches, community partners, vendors, and program participants.
• Assists with preparation and coordination of grant reports and supporting documentation.

Social Media & Marketing Support

• Assists with updates to the organization’s website and social media platforms.
• Supports marketing and communication efforts through preparation of newsletters, flyers, promotional materials, and electronic communications.
• Coordinates communication with external marketing agencies or consultants as appropriate.
• Assists with promoting organizational programs, fundraising campaigns, and community events.

Board Support

• Assists with preparation and distribution of Board of Directors meeting materials and mailings.
• Coordinates Board meeting logistics, schedules, and communications.
• Prepares draft meeting minutes and maintains Board documentation and records.
• Supports Board committees and special projects as assigned.

Event Coordination

• Assists with planning and coordination of organizational events, retreats, trainings, meetings, and fundraising activities.
• Coordinates event registration, materials, logistics, and communication with attendees and vendors.
• Assists with event preparation, setup, and follow-up activities.

Financial Management

• Assists with maintaining budget records, receipts, expenses, invoices, and supporting financial documentation utilizing Excel and organizational software systems.
• Receives and processes checks, donations, grant funding, and fundraising revenue.
• Assists with preparation of financial tracking reports and documentation as requested.

Collegiality

• Participates in regular meetings with Deaconess Nurse Ministry staff.
• Exercises courtesy, professionalism, confidentiality, and positive public relations in all interactions with staff, donors, community partners, clients, and others.

Education

• Acquires and maintains current knowledge required to perform job responsibilities by participating in educational programs authorized by Deaconess Nurse Ministry.
• Attends meetings, trainings, and programs deemed mandatory by the Executive Director.
• Performs other duties as required or assigned.

Job Requisites

Education and Training

• High school diploma or equivalent required. Some college or associate degree preferred.
• Minimum of two years of administrative support experience required. Nonprofit experience preferred.
• Experience working with individuals in diverse social, racial, and cultural settings preferred.

Skills and Abilities

• Excellent written, oral, and interpersonal communication skills, including professional telephone etiquette.
• Demonstrated organizational, administrative, and time management skills.
• Excellent computer skills with demonstrated competence in Microsoft Outlook, Word, Excel, PowerPoint, and donor database systems.
• Willingness and ability to learn website management, nonprofit software systems, and social media platforms.
• Ability to maintain confidentiality and exercise discretion with sensitive information.
• Self-directed and able to work with minimal supervision while functioning effectively within a team environment.
• Reliable transportation required.

Physical Requirements/Working Conditions

• Manual dexterity, coordination, and skillful use of hands for working with required office equipment.
• Ability to receive and express detailed information through oral communication, visual acuity, and the ability to read and understand written directions.
• Ability to occasionally lift and transport items weighing up to 15 pounds.
• Work is primarily performed in an office environment with occasional local travel for meetings or events.

Machine/Equipment/Tools

• Telephone, computer, copier, scanner, printer, postage machine, audiovisual equipment, and motor vehicle for travel as needed.

Pay: $24.40 per hour

Work Location: Hybrid remote in Bridgeton, MO 63044

Salary : $24