Administrative Assistant - Part Time, Greensburg, PA

Employee Type :  Part-Time Industry :  Healthcare - Health Services
Not for Profit - Charitable Manages Others :  No Job Type :  Admin - Clerical
Nonprofit - Social Services
Sales Education :  None Experience :  Not Specified Travel :  None Post Date :  3/30/2012 Contact Information Ref ID : PCK418-27399  Description Job ID: 10088

Position Description:
Assists Regional Office and volunteers in the coordination of assigned program, fund-raising, and/or organizational activities; and provide administrative support and assistance to assigned staff and projects.

Ensure that all procedural steps are followed for the prudent handling of all donations (events, memorials, ACS CAN). With a second individual (i.e. staff partner, intern, volunteer) coordinate receipt of donations; complete mail log/register for all in-coming mail donations. Complete batch header processing (cash, check, and credit card management), ensuring that Shared Services incident reports are avoided at all times. Process all cash receipts within 72 hours of receipt. Consistently meet accounting and audit procedures for all financial records. Meet all designated operational standards for mail, tally, safe deposits, and banking deposit schedules of operations. Complete Petty Cash Reconciliation process on a quarterly basis throughout the year. Ensure that all Cash Handling Procedures are followed.

Ensure that all data maintained within TES, SES, Seibel, and any other ACS software is up-to-date and accurate. Download Convio Data in a timely and accurate manner. Prepare purchase orders for all Income Development operational expenditures and record into TES/SES. Maintain up-to-date volunteer committee membership and mailing lists. Maintain accurate databases (i.e. spreadsheets) for events not tracked through TES or SES (i.e. Golf and Gala Events). As requested, prepare income reports. Maintain accurate databases for ACS CAN (membership) and Road to Recovery (drivers).

As appropriate, address and fulfill all volunteer requests. Assist with volunteer recruitment and training. As requested, provide assistance to volunteer committees and community groups. Coordinate, schedule, and direct work of office volunteers. As assigned, assist with administrative support, coordination, scheduling and follow up of patient service programs. Provide appropriate referrals to the National Cancer Information Center (1-800-227-2345) or to the Division Patient Service Center for fulfillment of patient service requests. Maintain privacy and confidentiality of all volunteer, donor and patient related information. Maintain accurate records and inventory of program materials as assigned and submit accurate, timely reports.

Provide administrative support to region Income Development and/or Cancer Control staff members. As requested, attend events in order to assist with registration, and intake processing of donations. Post event, assist with completion of Incident Reports for Risk Management as requested.

Prepare correspondence, reports, newsletters, Volunteer Leadership Directories, presentation materials (i.e. PowerPoint), brochures, flyers, invitations, mailings, and registration materials. Develop documents using required branding guidelines and tools for logos, templates, and graphics.

Generate financial and budget reports through Lawson. May process expense statements through EPRF system.

Schedule, coordinate, and support meetings and events.

Order supplies through Ariba; reconcile problem invoices in a timely manner.

Greets and directs incoming calls and visitors to appropriate staff members.

Open and sort incoming mail. Prepare outgoing mail, including bulk mailings. Maintain bulk mail account at Post Office and balance on the postage machine. Deliver all batched donations to FedEx for Shared Services.

Maintain an office filing system

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