Community Engagement Administrative Assistant

Position Summary:

The Community Engagement Administrative Assistant provides essential administrative and operational support to the Community Engagement department. This role is responsible for the efficient and effective operation of the department office by performing a variety of tasks, including, but not limited to, managing clerical workflows; welcoming and engaging visitors; scheduling and calendar maintenance for community events; database entry and tracking; and report development. The Community Engagement Administrative Assistant coordinates the agency’s involvement with various community events, provides relevant information to agency leadership, and maintains timely documentation for record-keeping.

Essential Duties

• Serves as the first point of contact for general inquiries from the public, including receiving and directing incoming calls and receiving and forwarding emails to the appropriate personnel.
• Displays strong interpersonal relationship skills, including high levels of customer service skills to community partners to communicate value, respect, and care to a diverse group of stakeholders.
• Builds relationships with community members, including community partners, corporate supporters, volunteers, and donors.
• Maintains updated records in the electronic record-keeping system, Bloomerang, for all community partners. Input, record, and track interactions and updates in the system within 24-72 hours to provide accurate, up-to-date metrics.
• Coordinates the administrative needs for community events and individual appointments, including room bookings, attendee tracking, material gathering and preparation, information gathering and summary, and post appointment follow-up.
• Records, organizes, and distributes (in collaboration with the Community Engagement Manager) donated items, ensuring all items are new and appropriate. Maintains detailed documentation and tracking of (from receiving to verification that the clients received) gift cards, including gift card serial numbers and amounts.
• Prepares documents and mailers for regular community updates, including acknowledgement letters, marketing materials, event updates, agency updates, etc. to agency stakeholders, community partners, donors, etc.
• Other duties as assigned.

 Education / Experience Required

• High School Diploma or equivalent required; Associate’s or Bachelor’s degree preferred
• 1-3 years of administrative experience, preferably in a non-profit, healthcare, or social services environment.
• High proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with database management systems.
• Exceptional organizational skills and detail-oriented with the ability to manage electronic systems in a timely and efficient manner.
• Strong prioritization skills and ability to meet deadlines with high levels of accuracy.
• Knowledge of privacy rights and compliance associated with confidential information.
• Experience and knowledge of Customer Relationship Management systems, preferably Bloomerang.

Clearances and Requirements

• Must successfully clear DOJ and FBI fingerprint checks.
• Must be at least 21 years of age.
• Valid California driver’s license and current auto insurance.