Administrative Assistant

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This is a Finger Lakes Healthy AmeriCorps opportunity. The position would equate to ~20 hours per week over the course of a 12 month period. While serving, you would receive a Living Allowance not to exceed a total of $5000. Upon conclusion of service, you will be eligible for an Education Award of $2,907, which can be gifted to a family member.

Position Summary:

In support of our mission, the Administrative Assistant will recruit, orientate, supervise, assign and assess volunteers who fulfill a variety of roles: resident care, clerical, buildings and grounds, interns and any other volunteer needs that may arise.

Education and Preferred Experience:

• 1+ years appropriate coordination experience in healthcare, social services, volunteer management or equivalent combination
• Prior experience supervising volunteers preferred

Physical Requirements:

• Must be high energy and be available to volunteers, staff, residents and families of Laurel House
• Must be able to bend and lift, push and pull, move and carry equipment as necessary

Skills:

• Must be flexible and adaptable in an environment that can change moment to moment
• Must be a team player and interact in a professional manner with agency personnel, staff and volunteers, residents and their families and represent Laurel House to the community in general
• Excellent verbal and written communication skills
• Computer skills: Excel, Windows, Email, Power Point, etc.
• Must be able to prioritize tasks and exhibit compassion and respect for the confidentiality of our residents and their families
• Must be approachable, tactful, tolerant, and demonstrate humility and compassion
• Must be organized, self-motivated, self-regulating and able to problem solve

Working Hours:

• Works 20 hours per week with flexibility; may work more than normal hours when necessary to meet house needs. (Typical work week: 4 hours Monday - Friday, may require occasional weekend, daytime and evening hours to fulfill the duties of the position)

Training:

• Completes Volunteer Training Program as part of orientation to the position
• Participates in additional work-related training / seminars as approved

Volunteer Recruitment:

• Identify community resources to recruit volunteers and interns to fulfill house needs
• Coordinate and actively pursue opportunities for presentations and recruitment activities to promote Laurel House Comfort Care Home in the community
• Work directly with the Executive Director to develop promotional materials and advertisements to attract volunteers
• Serve as the primary contact for organizations with potential volunteers

Volunteer Training/Placement/Scheduling:

• Coordinate all volunteer administrative activities: Initial communication, sign up, interviewing, reference checks, background check, general orientation to the house, resident care and other position specific orientation, tracks ongoing training and mentoring, etc.
• Schedule, prepare and manage quarterly new volunteer group training with Primary Nurse and Executive Director
• Provide one-on-one training for individuals that identify their desire outside of traditional training series, as required

Volunteer Management/Supervision:

• Provide regular communication, at least weekly, to volunteers regarding Resident updates and changes
• Communicate regularly with volunteers to address concerns and provide support; all concerns will be reported to the Executive Director
• Maintain the volunteer weekly schedule ensuring all shifts are covered
• Engages per Diem care providers when needed
• Maintain the database related to volunteer information
• Tracks volunteer hours and performance
• Organizes and carries out volunteer recognition activities and social volunteer events as approved by the Executive Director
• Track in database, years of service and birthdays of volunteers; recognize appropriately
• Develop and execute an appropriate system to evaluate volunteers

General Duties:

• Assists with basic personal physical care of Residents, as necessary
• Report volunteer shift updates in regard to filled and unfilled shifts, including trending, to the Executive Director to be included in the Board of Director Report
• Maintain administrative support duties as needed (answer phone, day-to-day activities, guest book, etc.)
• Maintain inventory of "staple" grocery items
• Report anything not properly working to the Executive Director for repair
• Manage basic house needs - shovel sidewalk, daily mail collection, weekly garbage collection, cleaning coordination
• Provide weekend and/or evening Resident care coverage for a minimum of 2 shifts monthly when only one volunteer is scheduled
• Coordinate annual Day of Caring

Miscellaneous Responsibilities:

• Attend and provide administrative support for social and fundraising events representing Laurel House Comfort Care Home
• Attend funeral and memorial services representing Laurel House Comfort Care Home when appropriate
• Advocate for Laurel House Comfort Care Home in the professional and lay community
• Other duties as assigned