Program Administrative Assistant

Program Administrative Assistant

Programmatic Teams

The Damien Center empowers communities and persons affected by HIV/AIDS in the state of Indiana by being a leading resource, provider, and advocate for comprehensive HIV/AIDS care, prevention, education, and related services. Damien Center, Damien Cares and Damien Pharmacy provide client-centered social services focused on care coordination, clinical and pharmacy services, mental health, housing, and nutrition to the Indianapolis community.

Protecting our team members, clients, volunteers, and community partners is an integral part of how we ensure our continued work with the clients we serve. As a condition of employment, Damien Center requires all new hires to be vaccinated against Covid 19 in compliance with the CDC vaccination guidelines including all boosters. All current Damien Center team members are fully vaccinated against Covid 19 and up to date with all boosters effective November 30, 2022.

Also, as a condition of employment, Damien Center requires all team members to be vaccinated against influenza and receive a tuberculosis skin test (or chest x-ray) annually, barring an approved exemption. Damien Center offers onsite vaccinations for all these vaccines on a regular basis including an optional Hepatitis B vaccination.

Position Summary:

The Program Administrative Assistant provides professional administrative support to ensure Damien Center operates in an organized, efficient, and professional manner. The position provides day-to-day administrative support to the Programmatic teams including Prevention, Support and Essential Services. The Program Administrative Assistant demonstrates strong leadership skills in working with leadership, management, and staff to accomplish the strategic goals of the organization.

Duties and Responsibilities:

This job description describes the general nature and level of work performed by employees assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities, and skills.

• Provides administrative support to Programmatic leadership. Including but not limited to mail processing, taking meeting minutes, scheduling, database management, presentation management and travel coordination for staff.
• Maintains assigned filing systems including creating copies, making pdf documents, saving files to the shared drive, and other needs as identified.
• Assist with organizing and maintaining all client files in the appropriate SharePoint or database.
• Serves as the administrative liaison to all assigned committees and meetings, including updating membership rosters, managing meeting invitations, ordering food when needed, communicating logistical details, copying, and distributing appropriate handouts, taking meeting minutes at all meetings, creating agendas, maintaining files, and other tasks assigned.
• Assist in timecard and PTO approvals. Including adding approved PTO requests to appropriate calendars.
• Coordinates meetings, including conference room management, attendee management, materials preparation, room set-up, and issue resolution.
• Coordinates new staff orientations and shadowing opportunities across departments for appropriate positions.
• Manages, creates and schedules regular cleaning for the mobile unit.
• Assists with credit card usage tracking, receipt management, and coordination of approvals.
• Places orders for approved expenses through purchase requests.
• Assists with grant-related materials such as coordinating room schedules, agendas, running weekly/monthly reports and tracking/maintaining inventory of client incentives.
• Assists with or manages various special projects, staff trainings, staff outings, and other general office tasks as needed or assigned.
• Serves as back-up for front receptionist.
• Participates in agency fundraising and advocacy events as required by leadership.
• Greet and assist visitors who are meeting with leadership team members.
• Performs special assignments and other work, on an as-needed basis.

Education and/or Experience

Minimum of a high school diploma or GED required bachelor’s degree or equivalent preferred. Two to three years of administrative assistant experience required with five or more years preferred. Experience in nonprofit and/or medical setting preferred. Experience in working in the nonprofit sector preferred.

*Work experience may substitute for education requirements on a case-by-case basis.

Knowledge, Skills, and Abilities:

Possess superior organizational and administrative skills. Excellent interpersonal and communication abilities. Excellent computer skills in a Microsoft Windows environment. Ability to work independently and achieve high standards of productivity, achieving deadlines and with superior product results. Strong calendaring, organizational, and document management skills required. Proactive approach to solving problems and communicating to leadership. Knowledge of office management systems, procedures, and office equipment required. Excellent time management skills and ability to prioritize work.

Qualifications

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed are representative of the basic knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The individual in this role must display the highest level of integrity and confidentiality. The individual should have effective communication skills, attention to detail and organization, and flexibility and adaptability. The individual will also maintain knowledge of trends in their area of responsibility.

Physical Demands:

The physical demands described here are general representations of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, talk, and hear. The employee frequently is required to use hands to touch and handle objects. The employee frequently stands or walks.
• The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Office setting, with sustained use of a computer.
• The noise level in the work environment is minimal to moderate.
• Maintains personal/professional competency and works to create an environment of courtesy, respect, enthusiasm, and a positive attitude in all interactions both internal and external to the organization.

• FLSA Status: Non-Exempt, Hourly, Full-Time, 37.5 hours weekly
• Leader: Programmatic Director
• Hourly Rate: $21.79
• Benefits: Complete Benefits Package Available

• 150 hours of PTO in the first year followed by 195 hours per year moving forward.
• 12 paid holidays
• 2 medical plans to select from (PPO & HDHP)
• Dental & Vision plans
• Health Saving Account or Flexible Spending Account
• Dependent Care Flexible Spending Account
• Employee Assistance Program
• 403b Retirement Account with 5% matching and 100% vesting after 90 days
• Life Insurance @ 2 times the annual salary
• Voluntary Life Insurance Plan
• Short- & Long-Term Disability Plans

Damien Center is an Equal Opportunity Employer

Please apply at www.damien.org/job-opportunities

This position description does not constitute a contract of employment or guarantee of any terms or conditions of employment. Damien Center employees are employed on an at-will basis. Nothing in this position description restricts Damien Center’s right to assign or reassign duties and responsibilities to this position at any time.