The St. Joseph Community Health Foundation is seeking a qualified candidate for the position of Office & Program assistant. Applicants should be available to start mid-December for 30-40 hours a week.
The Office & Program Assistant aids the Executive Director by:
- managing the records, correspondence and processing of the grant making program;
- maintaining the actual Foundation office including mail, supplies, equipment;
- coordinating sponsor and trustee relations, meetings, correspondence and records;
- managing the production of annually published documents and distributing on both paper and electronic media;
- overseeing and managing small projects of the Foundations;
- and providing general clerical and administrative support to the Executive Director to advance programming associated with advancing the mission of the St. Joseph Community Health Foundation.
- Grant Making Program: Assist Executive Director with the implementation of the Grant making program. Develops a working understanding of grantee partners and their grant applications. Manages, organize and updates relevant data on Essential Gifts database; set up and maintain paper and e-file filing systems for all Grant requests. Set up Site Visits to grantees. Manage basic correspondence with grantees.
- General Office Organization and Clerical Duties: Maintain office, office supplies and other items needed for meetings. Assist Executive Director with calendar updates, travel & expense reports, correspondence and setting meetings.
- Sponsor and Board of Trustees: As requested by the Executive Director, assist with coordinating sponsor and trustee relations by scheduling meetings, coordinating distribution of meeting materials and other relevant information. Files and maintains the records of all policies and guidelines that have been approved by the Board; works with the Executive Director to carry out the St. Joseph Community Health Foundation mission and implement the strategic plan; and provides the Executive Director with administrative and clerical support necessary to support the work of the Sponsor and Trustees.
- Public Relations and Communications: Assists with the development and production of updated annual editions of the Foundation publications – Resource Directory (English and Spanish versions), Grant Guidelines, Newsletter, and Website. Responsibilities include gathering updated information, editing the documents/copy as directed on graphic design software, coordinating production with the printer and overseeing the distribution via either mail or electronically.
- Managing Projects: Occasionally, oversees projects of the Foundation coordinating individuals, correspondence, tracking attendance and/or finances and reporting on outcomes.
- Requires 3-5 years office administrative experience including records management, meeting coordination, document production and project management
- Ability to be detail-oriented while also understanding the needs of the whole ministry
- Honesty, confidentiality, integrity, creativity and resourcefulness are essential
- Position requires good organizational skills, initiative, flexibility and ability to work as part of a team
- Demonstrated writing skills
- Internet and software skills, including Word, Excel, Power Point, In Design
NOTE: The above statements are intended to describe the general nature and level of the work being performed by people assigned to this job. They are not exhaustive lists of all duties, responsibilities, knowledge skills, abilities and working conditions.
Applicants should send a cover letter indicating interest, salary requirements and a resume by November 15 to:St. Joseph Community Health Foundation 2826 South Calhoun Street Fort Wayne, IN 46807
No phone calls, please.