Job Title: Administrative Assistant
Departments: Administration
Center for Grief Education and Support
Reports to: Director of Development and Communications
Director of the Center for Grief Education and Support
Next Review Date: 03/2017
Job Description Details
Statement of Position/Position Summary
This position provides administrative expertise, exercising initiative and proficient organizational skills, to perform a wide variety of administrative duties in support of senior leadership. This position will anticipate and carry out independent actions necessary to provide competent and professional administrative support to meet the needs of patients, family members, family support systems, co-workers, vendors and others.
Qualifications and Education requirements
  • Completion of secretarial program or equivalent work experience required.
  • Two to four years experience working in a support role to leadership; fundraising office preferred.
  • Demonstrated capability in maintaining strict confidentiality with donor information.
  • Exceptionally strong attention to detail, accuracy and dependability.
  • Ability to manage multiple projects simultaneously while meeting deadlines.
  • Strong interpersonal and business partnering skills.
  • Proficient in Word, Excel, Power Point, Publisher, and Adobe Acrobat
  • Proficient in internet research and navigation; to include Social Media.
  • Working knowledge of donor management software systems preferred.
  • Working knowledge of WordPress Web Design platform preferred.
  • Must be able to work independently.
  • Ability to communicate effectively in English, both verbally and in writing.
  • Belief in the hospice concept.
Position Role and Responsibilities
In support of the Director of Development and Communications; this position will:
  • Enter and update all benefactor information, gifts, and related information, as well as providing data in report form.
  • Standardize and coordinate the entry of data and mining of information, as well as maintain database integrity primarily in the current donor software.
  • Enter constituent data for all individuals and organizations, including address updates, constituent demographics, relationship links, and other attributes.
  • Extract information and export data to other software applications. Input key information in other systems as needed.
  • Maintain benefactor records and new gift entry.
  • Produce reports and assist with general analysis of data as it relates to fundraising and donor recognition.
  • Assist with confidential research for update of businesses’ information, including contact persons for “Primary Contact” for businesses.
  • Assist with tracking of all information including general inquiries and proposals.
  • Accurately record and track report dates required for any funding source.
  • Execute annual database clean-up activity with all program components of the Agency.
  • Assist with maintaining and producing event invitation mailing lists.
  • Assist in producing letters and envelopes for mass mailings.
  • Assist in planning, implementing, and organizing fundraising activities to include the annual Seasons Hospice Gala.
  • Produce acknowledgement letters for all benefactor gifts and donor gifts as directed.
  • Produce reports requested by Director of Development and Communications, in a timely manner.
  • Assist with preparing media releases and update media lists in our service area.
  • As requested, assist with writing/editing/producing agency publications, including annual reports, newsletters, brochures, posters, advertising, website, etc.
  • As requested, represent the agency at community and health fairs, expos and other events.
  • Assist with planning, organizing and implementing special projects and community events that educate the public about hospice.
  • Responsible for ordering promotional supplies and program materials.
  • Develop and maintain positive working relationships with other community agencies.
In support of the Director of the Center for Grief Education and support; this position will:
  • Receive and channel incoming and outgoing communication in an efficient and professional manner.
  • Perform administrative support duties to include, but not limited to: composition and typing of general correspondence, record keeping, photocopying, collating, faxing, bereavement mailings and program packets and handouts, filing, and all other general office duties.
  • Enter data into computer via use of word processing, database, spreadsheet, and various other computer applications.
  • Transcribe and prepare meeting minutes.
  • Train, coordinate and oversee the work assignments of bereavement office volunteers.
  • Maintain accurate hard copy and electronic files.
  • Monitor inventory of office supplies and materials and submit orders for purchasing in a timely manner.
  • Assess and assist bereavement office in creating and/or revising procedures and operating practices.
  • Coordinate and set up for special events for CGES. (examples: support groups, community events)
  • Maintain the dignity of the dying patient.
  • Support the patients and family's unique spiritual and cultural beliefs.
  • Consult and collaborate with the interdisciplinary team and others involved in the patients care.
  • Participate with reception desk coverage as requested.
Agency Expectations
  • Adhere to all Seasons Hospice policies and procedures.
  • Maintain absolute confidentiality of all information pertaining to patients, families, and staff and adhere to all HIPAA rules.
  • Display a positive and professional image and attitude in all relationships with patients, families, peers and in the community.
  • Serve as an ambassador for Seasons Hospice at all times.
  • Provide verbal and written performance evaluations for assigned staff members, including peer and self evaluation.
  • Demonstrate ongoing responsibility for self education.
  • Assume responsibility for the promotion of the hospice concept in the community and with other agencies and professionals.
  • Participate in the Quality Assessment Performance Improvement Program (QAPI), as requested.
  • Maintains patient and personal safety regarding occupational health and safety.
  • Participate in safety program, as requested:
    • Participate in employee job safety analysis to eliminate hazards and prevent accidents.
    • Cooperate to investigate employee injuries.
    • Promote and support safety awareness and implement safety operations.
    • Encourage staff to make suggestions on safety practices.
  • Participate in orientation of new employees.
  • Participate in volunteer orientations, training and education as requested.
  • Participate in orientation and supervision for students seeking experience in hospice care. Attend regularly scheduled department meetings and agency meetings.
  • Perform other related duties as assigned.
ADA Requirements (essential functions)
Physical Requirements
Sitting 5 - 8 hours/day
Standing 0.5 - 1 hours/day
Walking 1 - 2 hours/day
Reaching 0.5 hours/day – 8 ft., higher or lower
Use of telephone 2 - 3 hours/day
Working under pressure 3 – 4 hours/day
Working rapidly for long periods 4 - 5 hours/day
Use of keyboard/computer, printer, fax, copier 4 – 5 hours/day
Position requires close work; finger dexterity; adequate hearing and vision (with or without correction).
May occasionally work longer than 8 hours/day.
Cognitive or Mental Requirements
The following cognitive or mental requirements are necessary on a daily basis:
  • Critical thinking
  • Reading
  • Writing
  • Mathematics
  • Drawing conclusions from written or computer generated materials
  • Analyzing data or report information
  • Creating methodologies for accomplishing a goal
  • Conducting research
  • Implementing recommendations by coordinating persons and/or other resources
  • Developing plans, procedures, goals, strategies, or processes
  • Directing activities of others to accomplish a goal
  • Clear verbal articulation
Working Environment
  • Indoors, at a desk or in a vehicle for majority of the day
  • Travel required; will require transportation to get to various work sites
This job description is only a summary and is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by the employee. This document is subject to change at any time.
Created by: Michelle Donahue – Director of Human Resources Date: January 2017
Approved by: Beverly Haynes – Executive Director Date: January 2017