Administrative Assistant

Job Description

Job Description

JOB DESCRIPTION

Position Title: Administrative Assistant

Hours: Full Time, requires some evening availability

Supervisor: Vice President of Marketing & Development

Classification: Non-exempt, Hourly

Supervisory

Responsibilities: None

SUMMARY

The Administrative Assistant provides support to the Marketing & Development, Business Office, and Executive leadership teams.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Must be proficient in Microsoft Word, Excel and/or other similar software programs. Must have good written and oral communication skills, excellent organizational skills, strong attention to detail, and an ability to handle multiple tasks efficiently. Must have general office skills and work well with others. Experience with donation database and/or accountign software strongly preferred.

An animal care facility can be an emotionally challenging, high-stress, rapidly changing, and high-demand environment. Feelings of grief and loss, secondary trauma, and compassion fatigue are not uncommon. As such, working at HSHV requires a high degree of emotional regulation and resilience; the ability to tolerate and manage stress; adaptability to change; empathy for both animals and people; and an overall positive outlook.

DUTIES AND RESPONSIBILITIES

Market & Development Department Support 45%

1. Manage and monitor the general HSHV email inbox
2. Coordinate direct mail lists, data uploads, and deadline tracking. Ensure tracking codes in Virtuous
3. Maintain and track development and marketing planning documents and ensure alignment with Virtuous
4. Complete standardized metric reporting across annual fundraising efforts
5. Generate and manage donation receipts
6. Execute data imports (PetPoint, Virtuous, and related systems)
7. Perform ongoing database maintenance and data cleanup, as needed
8. Oversee dog training program scheduling and coordination
9. Manage clinic email appointment reminders
10. Coordinate and maintain the canister program
11. Assist with kennel sponsorship program logistics, including tracking locations and organizing/displaying plaques
12. Support planning and execution of small-scale development events, including ordering supplies, food coordination, and event setup
13. Prep and coordinate development admin tasks, like large-scale mailings, premium distributions, and other misc tasks
14. High-level management of in-kind donation processes, including staff request approvals and wishlist oversight

Business Office Support 25%

1. Manage incoming AP paperwork (invoices, approvals, etc.)
   1. Open business Office mail, distribute invoices for approval
   2. Remove printed invoices from Business Office printer and distribute for approval
   3. Scan approved invoices, employee check requests, employee reimbursements, etc.
2. File completed paperwork
   1. AP packets (check/invoice packets)
3. Manage Amazon invoices by printing and entering into MIP accounting software
4. Perform Direct Deposit Donations Entry and Operations Cash Receipts Entry

Administrative Support 30%

1. Assists executive leadership with reports, presentation, correspondence, and other administrative needs
2. Coordinates special projects, tracks action items, and supports strategic initiatives
3. Facilitates communication and administrative coordination across departments and teams
4. Assists with report writing and record keeping
5. Supports Board and committee administration, including meeting preparation, board packet assembly, room reservations, annual calendar, minute keeping and storage, communication, hospitality and holiday gifts.
6. Serve as back-up to the Data and Process Manager for processing monthly shelter statistics report

General Tasks

1. Provide excellent customer service to internal and external customers
2. Stay up to date on HSHV policies and procedures, communicate needed updates to supervisors. Make edits as appropriate/directed.
3. Other duties as assigned

PHYSICAL DEMANDS

While performing this job, you will be primarily seated at a desk in front of a computer. This position requires the ability to see a computer screen and use your fingers and wrists to use a keyboard and mouse, telephone and other office equipment. You will occasionally be walking, standing, squatting, and reaching and grabbing with your hands and arms. At times, you will need to be able to lift up to 25 lbs. This position requires the ability to speak normally and to use normal or aided vision and hearing. Work is subject to frequent interruptions. You will be exposed to kennel/shelter setting. Occasionally during fundraising events, you may be exposed to various weather conditions while working outdoors. You will be consistently exposed to animals and animal allergens. You may be subject to potential danger including parasites and infectious diseases, animal bites and scratches.

MENTAL DEMANDS

While performing this job, you will be regularly required to use written and oral communication skills; apply mathematical skills and formulas; observe and interpret situations; analyze and solve problems; learn and apply new information and skills; perform repetitive work on multiple, concurrent tasks; fulfill intensive deadlines; employ a consistently calm, professional demeanor while managing occasional stressful situations; and interact positively with staff, the public, volunteers and others encountered in the course of work. Long days are sometimes required.

Please note: This job description reflects the assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Humane Society of Huron Valley is an at-will employer.