Administrative Assistant Job at Catholic in San Diego

Site Name: Whispering Winds

Location: 4636 Mission Gorge Pl, San Diego, CA 92120

Reports to: Executive Administrator

Employment Type: Full time, (minimal weekends may be required)

FLSA Status: Non-Exempt

Pay: $20-$22/hr.

Overview

Works with the Executive Administrator to facilitate the operations of the company in the areas of office administration and development, in keeping with the mission of the company.

Administration Duties

• Take ownership of the general office environment and appearance, including tidying the general areas and coordinating periodic maintenance and repairs
• Take the lead on office safety, including managing the locking/unlocking of doors and arming/disarming alarm at the open and close of business
• Host office guests
• Answer main office phones with a smile and kindly direct calls or relay messages
• Update the staff phone directory and off-hours message, as needed
• Maintain office equipment and supplies, including placing orders to ensure a stocked inventory
• Maintain technology inventory for the organization and coordinate with SDTEK to troubleshoot
• Maintain XEROX copier, including coordinating supplies and troubleshooting
• Copy, mail, print, mail merge, and create form letters
• Manage stamp inventory and print stamps as needed
• Assist with planning and placing orders for office events
• Assist with storage inventory
• Assist with tasks, such as binding the Employee Handbooks, ordering name tags/name plates and Board of Directors annual plaques
• Maintain WW Staff Google Calendar daily to accurately reflect staff schedules, holidays, and events
• Complete special tasks assigned by Executive Administrator
• Coordinate with the Camp Administrator regarding lost and found items
• Conduct data entry assigned by Controller as it pertains to the business department
• Support Guest Services with guest groups and programs as requested
• Be knowledgeable of camp program dates, rates and other details to assist guests

Development Duties

• Assist in the management of the Bloomerang donor database, including importing data, updating donor data, and creating reports
• Accurately import program feedback data into the Bloomerang database
• Assist and coordinate events and fundraisers, including assisting with the preparation of program materials and name tags
• Proofread, process, and track volunteer documents, providing follow up as necessary
• Nurture a good relationship with donors & volunteers by maintaining records and providing follow-up communications
• Attend planning meetings and events
• Follow up after events, supplies, evaluations, and proper acknowledgement of donors, volunteers, and staff

Requirements

• Has the ability to foster effective working relationships with volunteers, donors, staff, and outside contractors
• Demonstrates an enthusiastic attitude and willingness to provide cross-departmental support
• Is proficient with all Microsoft Office programs, including Excel and Word and successfully completes an Excel skills task upon request
• Has the ability and willingness to learn proprietary software
• Has attention to detail and demonstrates accuracy in data entry and correspondence
• The ideal candidate possesses skills in database management
• Has excellent verbal and written communication skills
• Prioritizes tasks to meet deadlines
• Takes initiative and makes recommendations to benefit the organization
• Has a flexible schedule to attend Whispering Winds events

Disclaimer

This job description is a summary of the typical functions of the job, not a complete list. The responsibilities, tasks, and duties might differ from those outlined and other duties, as assigned, might be part of the job. For more information on the organization, please visit whisperingwinds.org.

Physical Demands

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the parish/school facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Whispering Winds, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.

#J-18808-Ljbffr