Administrative Assistant Operations (Afternoon/Evening)

We are seeking a part-time (20 hours/week) evening administrator who is passionate about making a difference in the lives of grievers in Los Angeles. In this role you will provide key support to our Spanish Community Program and Family Support Program. This role is responsible for being present during our evening groups, and for closing the office at the end of each day.

Bilingual in both English and Spanish is required. $20-25/hr + sick leave

Responsibilities include, but are not limited to:

Reception

• Maintain a warm and welcoming front desk and lobby

• Log incoming calls, webforms and emails into the clinical database

• Greet guests, clients and volunteers and provide necessary information and assistance

• Serve as a point of contact during group should a volunteer need clinical assistance

• Maintain organization and cleanliness of shared spaces in office, including group rooms

• Prepare group rooms and ensure correct items & signage before they begin and reset room

when group ends

• Close office Monday to Thursday following group sessions

Administrative Support

• Attend weekly 1:1 or group administrator meetings and attend monthly all-staff meetings

• As needed, share in coordinating office or floor maintenance or repairs

• Maintain attendance in chart and in Apricot for each group and assist with charging

• Assist clinicians as needed as it pertains to volunteers, group members or admin needs

• Responsible for updating the agency’s master calendar with groups dates and times

• Maintain inventory of all collateral used by group leaders and restock regularly

Program & Development Assistance

Spanish Community Program:

• Assist the Spanish Community program by logging calls and maintaining the waitlist and rosters

• Assist with the Spanish Community program’s coalition logistics and administrative needs

• Electronically organize Spanish translations and maintain their integrity across all platforms

Family Support Program:

• Create family profiles, update enrollment, attendance, and volunteer rosters

• Send out group reminders, texts, and complete all ordering for each West LA session

• Track attendance, assist with set up/break down, parking and payment on group days

• Track pre, mid and post group evals, and other data needs for the FSP coordinator

Other:

• Attend and assist with agency Run for Hope, Volunteer Luncheon, and House of Hope Gala

• Assist clinicians as needed, included but not limited to creating curriculum binders, organizing supplies, and tracking/entering data