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TITLE: Administrative Office Coordinator
RESPONSIBLE TO: Executive Director
PURPOSE: The Administrative Office Coordinator supports the overall operation of Pine Tree Hospice by handling a wide range of tasks that ensure smooth and efficient functioning. These tasks include managing communications, maintaining donor, volunteer, and programming records, gift processing, and providing administrative support to employees and volunteers. In essence, the administrative office coordinator acts as the backbone of the organization, facilitating its day-to-day activities and contributing to its overall success.
PRIMARY RESPONSIBILITIES:
Assures quality service and effective operation of Pine Tree Hospice (PTH) office
- Answer and direct phone calls and retrieve voicemails efficiently
- Check, respond, and initiate emails in a timely manner
- Handle contacts with referral sources, clients/families, volunteers, and public professionally and knowledgably including walk-ins
- Prepare outgoing mail and process incoming mail
- Manage supplies and purchasing
- Communication with vendors regarding building, supply, and equipment needs
- Maintains office volunteers’ schedules and communication
Supports development through donor communication and gift processing
- Responsible for preparing and making bank deposits
- Accurately entering donor information into data management system
- Compose thank you notes and other communications to supporters
- Assist in preparing appeals such as town and county ask and annual appeal
Provides administrative support to PTH staff, volunteers, events, and programs
- Data entry, management, and reporting of volunteer, donor, and program statistics
- Secure appropriate meeting and event space
- Develop and utilize registration forms for events
- Assist with delivery of marketing materials to appropriate recipients
- Securing all necessary materials including decorations, paperwork (handouts/materials/sign-ins), food service products, etc. for events
SKILLS/QUALIFICATIONS NEEDED AND/OR PREFERRED:
- Commitment to mission of Pine Tree Hospice
- Ability to work independently including initiation of tasks
- Excellent time management and organizational skills with demonstrated ability to manage details accurately
- Strict adherence to confidentiality
- Strong interpersonal skills
- Skilled in Microsoft Office programs including Outlook, Word, and Excel
- Demonstrated interest in becoming proficient in new software or systems
30 hours per week
Paid Time Off
LOCATION OF WORK:
Pine Tree Hospice office at 883 West Main Street, Dover-Foxcroft, ME
