Reporting to the Executive Director, the Administration Assistant will perform a range of administrative, and office support duties to facilitate the efficient operation of the organization and support activities relating to our staff, program, events and other activities.
About Ombudsman Services
This is a wonderful opportunity to join a well-established non-profit, the Ombudsman Services of San Mateo County, Inc. The residents of long term care facilities are often the most vulnerable in society. OSSMC works to assure the protection of these residents through advocacy, direct intervention and education in collaboration with services providers. We advocate for both the elder and dependent adults residing in San Mateo County’s licensed long term care facilities.
Oversee administrative functions ensuring the smooth daily operations of the office and supports executive communications and including:
Answering phone calls and directing them in a congenial and professional manner
Reliable and punctual
Manage general email account and calendars
Arrange conference calls and schedule meetings and appointments
Pick up and distribute all mail to staff in their mail slots
Organize by-weekly staff meeting with Executive Director
Reserve meeting space as needed
Primary contact with external vendors
Act as technology resource and point of contact for all technology platforms including ODIN, E-Mail systems, Word Press, Donor Perfect and social media etc.
Place Recruitment ads when necessary
Work with new employee orientation and helping to onboard new staff members and Board Members
Calendar all board meetings and activities
Help prepare monthly reports to Aging and Adult Services reporting on the activity of the program using Ombudsman Data Integration Network (ODIN)
Ability to do data entry as needed
Prepare correspondence for Executive Director and other staff as needed
Ordering and organizing office supplies
Other duties as necessary
Take minutes at monthly of Board of Directors Meetings
A bachelor’s degree or equivalent experience
Proficiency with Microsoft Office, Excel, Outlook, Power Point, and willing to learn Odin (state software of Ombudsman Services) and Donor Perfect
Demonstrate an understanding of and commitment to the long-term care system and the rights and concerns of the elderly
Some project management experience
Excellent interpersonal and communication skills
Detail oriented and efficient
Ability to work well in and contribute to a team environment
Benefits & Compensation:
We offer a competitive hourly wage, good benefits package which include health, dental, vision, option to enroll in our 401K plan, 10 days of paid vacation after a year (vacation increases with tenure) and sick leave.
This is a full time position from 8:30 am to 4:00 pm with a half hour for lunch.
For qualified candidates please email your cover letter and resume with compensation requirements to firstname.lastname@example.org
No phone calls, please.