Department: Administration
Job Summary:
We are looking for a candidate that is outgoing, friendly, flexible, has exceptional office skills, and most importantly - a love for animals. The ideal candidate would want to make this a career and not "just another job". The ideal candidate needs to be comfortable with switching gears quickly and working in a fast paced environment. We never have a dull day!
Responsibilities:
· Responsible for reception and telephone duties, including signing for front office packages.
· Responsible for email responses and distribution to appropriate departments
· Maintains and manages email accounts for all staff members
· Identifies ways to expands or improve HSSM programs and services to more effectively increase the community’s awareness and engagement.
· Responsible for the upkeep and organization of Humane Resource filing; assists in humane resource management such as posting jobs and scheduling interviews.
· Assists in worker’s compensation filing and upkeep, general liability insurance, employee insurance (health, dental, vision), retirement, and general employee benefits.
· Provides administrative support by managing day-to-day administrative activities, travel plans, and calendar for member of the department.
· Coordinates meetings of management staff and Board of Trustees.
· Responsible for sorting and distributing mail
· Prepares, assembles and distributes Board packets. Prepares correspondence for the Board and the Board’s Committee Chairs. Coordinates the logistics of Board Committee meetings. Maintains files and records for the Board of Trustees.
· Prepares responses to routine correspondence for CEO signature
· Keeps apprised of CEO’s schedule and projects and assists by providing files and materials
· Performs work-related errands as needed
· Maintains and secures departmental files
· Works side-by-side with administration on event planning, analyzing and evaluating the outcomes of all fundraising activities and makes recommendations to the CEO based upon this review.
· Records minutes for various meetings and committees.
· Interfaces and cooperates with other departments
· Acquires information needed to ensure timely preparation of the status reports.
· Prepares and distributes employee newsletter and notices
· Assures proper maintenance of office equipment, i.e. copy machine, telephones, computers, postage machine, fax machine etc. and arranges for repairs as needed.
· Maintains administrative supply inventory and storage
· Maintains professional appearance of administrative offices.
· Coordinates with other local/national animal care and control organizations on special projects as directed by the CEO
· Other duties assigned by the CEO and administration management
· Donor identification, cultivation and management. Assures confidentiality and accuracy of donor information.
· Researches and identifies grants that fund general operating, program and capital expenses.
· Assists in execution of special events and fundraisers
· Researches, writes and submission of all grant proposals
· Identifies major donor giving opportunities for referral to the CEO
· Develops and implements donor stewardship and recognition programs; ensures the timely and accurate acknowledgment of all donor gifts. Ensures that donor records are updated and maintained.
· Maintain a cooperative spirit in working with staff, volunteers, and Board
· Community Outreach
· New Program/Grant Implementation Training
· Other task as assigned by administration
Qualifications/Skills
· The Senior Support Specialist must agree with and be committed to the mission, policies, and goals of HSSM.
· Must be energetic, team oriented and quality improvement minded
· Must be positive and flexible and able to handle difficult and sensitive situations with diplomacy and discretion
· Must be assertive, able to think strategically, prioritize, focus and be customer oriented.
· Must have organizational, budgetary, and public and employee relations skills as well as excellent written and verbal communication skills
· Must be able to relate and cover with the CEO, managers and associate staff in a positive and constructive way
Possess public relations skills and be diplomatic when dealing with individuals from all backgrounds
· Must have the ability to exercise good judgment when dealing with confidential information.
· A valid driver’s license with a good driving record is required.
· Must have strong analytical ability to make sound decisions
· Strong interpersonal and organizational skills
· Ability to stay abreast of new developments in the business community, animal welfare movement and philanthropic sector
· Promotes communication and cooperation between HSSM departments
· Actively solicits donations, promotes, retail sales.
· Knowledge and proficiency in Microsoft Office products and Quick Books
· Strong organization and prioritizing skills required.
General Expectations:
· Is flexible with scheduling and is available when away from the facility as needed to meet the needs of the organization
· Creates, promotes and follows safety guidelines to ensure a safe work environment. Takes immediate action to address any safety concern or non-compliance with OSHA safety rules that could put an employee, volunteer, client, animal and organization at risk
· Promotes integration and engagement of volunteers
· Promotes communication and cooperation between HSSM departments.
· Actively solicits donations, promotes sales in retail.
Job Type: Full-time
Pay: $14.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- Weekends as needed
Application Question(s):
- This is a full-time position and the schedule for this position is Monday-Friday with the occasional weekend day to assist with special events, fundraisers, etc. Are you able to commit to this schedule?
Experience:
- Administrative: 2 years (Preferred)
License/Certification:
- Driver's License (Required)
Ability to Relocate:
- Gulfport, MS 39501: Relocate before starting work (Required)
Work Location: In person