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Office Administrator

Company: Gilda's Club Westchester
Location: White Plains
Posted on: May 3, 2021

Job Description:

Gildas Club Westchester (GCW) provides emotional and social support to people living with cancer, their families and friends, all free of charge. The Office Administrator is responsible for general management of the office, coordinating office activities and operations while providing clerical and administrative support to management, while overseeing operational efficiency, effective communications and other types of strategic and tactical planning. This position reports to the Executive Director.PRIMARY RESPONSIBILITIESMaintain effective facilities management, including vendor contractsand relations, and facilitation of all office functions and services.Act as primary liaison between the company, staff, and officebuilding management, providing information, answering questions, and respondingto requests.Oversee Program database: data entry, Zoom integration, run reports, prepare surveys,troubleshoot (training provided).Assist with the technical aspect of virtual programming (zoom webinars, zoom meetings,Face book Live). Maintain and update company records including, but not limited to Boardof Directors records, files and forms for computer andother equipment use, company passwords, employee parking permits, IndependentContractor Contracts.Provide support for the Executive Director. Provide assistance to the Development Department when needed. Serve as point person for staff for basic Microsoft functions (word, excel, outlook,teams, etc.); act as liaison with contracted IT consultant to manage staffcomputers and software/programs. Perform a variety of administrative duties, such as answering and directing phone calls, generating and distributing memos, letters, spreadsheets, forms, and faxes; and sortingand distributing incoming mail. Coordinate and prepare staff and board meetings (scheduling, room set up, refreshments,meeting minutes).Maintain office efficiency by arranging necessary repairs, workingwith vendors, and keeping schedule for building maintenance - ensuring thatwork is completed in a timely and correct manner. Assist with billing by preparing and sending invoices and submitting hardcopy bills tobilling system. Maintain stock lists and order supplies as needed and according to budget. Maintain and update lists and schedules related to contracts,leases, equipment and insurance policies. Maintain schedule of website updates and work directly with websiteconsultant to provide updates and changes. Act as point person for phone system and conference lines (training/troubleshooting). Manage the alarm system, train users and maintain user codes. Other duties as assigned.MINIMUM REQUIREMENTSAt least 2 years of experience an office administrator, officeassistant or relevant roleBachelors degreeProven ability to work without supervisionExcellent time management skillsAbility to establish and maintain effective working relationshipswith leadership, staff members, etc. Ability to communicate effectively in English both orally and inwritingExceptional interpersonal, communication and customer service skillsStrong technical skills, including proficiency with data entrysystems and Microsoft Office programs; Adobe and Adobe Pro experience preferredStrong prioritization and organization skills; strong attention todetail; ability to multitaskAbility to handle confidential informationStrong record keeping skills Team player with a great attitudePhysical Demands: Light physical effort that includes the ability to lift and carry up to 10 lbs. and climb stairs to attic where supplies and files are stored. A great deal of time is spent sitting at a computer workstation, typing and using a computer mouse. Vision Requirements: Good acuity necessary for computer work.Working Conditions: Regular attendance is an essential function of this position.Contact with board members, donors and members. Confidentiality required. Hours around some special event times may be longer. Must have own transportation.by Jobble

Keywords: Gilda's Club Westchester, White Plains , Office Administrator, Other , White Plains, New York

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