Job description

Hope on Haven Hill (HHH) provides caring and therapeutic residential, outpatient and recovery support substance use disorder services for pregnant, post-partum and parenting women in NH.

Office Coordinator/Administrative Assistant

Position Purpose (Summary): The Office Coordinator will organize and execute office administration procedures to ensure organizational effectiveness, efficiency, and safety. The Office Coordinator is responsible for administrative/clerical and office operations support and other duties necessary to keep the organization functioning smoothly. Position is also primarily responsible for the non-profit organization’s receptionist duties.

Major Responsibilities:

Ø Point person for daily activities of the organization such as phone, copying, faxing, obtaining service for equipment, providing general support to callers, visitors, and donors, and running errands such as collecting/dropping off mail, bank deposits, etc.

Ø Accept, organize, transport in-kind donations.

Ø Organize and schedule meetings and appointments.

Ø Organize office operations, systems, and procedures.

Ø Responsible for onboarding of new employees, setting up employee files, ensuring all new hire paperwork is obtained and complete.

Ø Participate actively in the planning and execution of company events.

Ø Perform special projects and keep management properly informed.

Ø Ensure filing systems are maintained and current.

Ø Ensure security, integrity, and confidentiality of data.

Ø Monitor and maintain office supplies inventory.

Ø Understand all safety procedures completely and ensure that they are followed appropriately. Active member of organization’s Safety Committee.

Ø Maintain a positive attitude and contribute toward a quality work environment.

Ø Provide occasional backup childcare and/or client transportation.

Ø Fine tune and grow professional skills and knowledge by attending virtual and in person trainings, coursework, etc.

Ø Other duties as assigned.

Minimum Position Requirements:

Ø Minimum two years’ experience in an office environment.

Ø Proficiency with Microsoft Office products required.

Ø Friendly, self-starter with proven ability to prioritize, organize and follow instructions in a fast-paced environment.

Ø Ability to communicate effectively and respectfully both verbally and in writing; good inter-personal skills; ability to work both independently and as part of a team.

Ø Strong organizational abilities and initiative.

Ø Ability to multi-task and make decisions efficiently, paying attention to details/timelines.

Ø Sensitivity to women experiencing substance use disorder, co-occurring disorders, socio-economically disadvantaged clients, and pregnancy and parenting challenges.

Ø Confidentiality a must; knowledge of 42 C.F.R. Part 2 and HIPAA privacy requirements.

Ø If in recovery, evidence of personal stability as well as the ability to adhere to all HHH policies related to recovery.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the 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 for long periods of time, walk, use hand and fingers, reach with hands, arms, and hear. The employee is occasionally required to stand, climb, or balance, stoop, kneel and crouch. The employee may occasionally lift and/or move up to 25 pounds.

Other Requirements/Information:

§ Full-Time (40 hours per week) non-exempt (hourly) position.

§ Must successfully pass various background checks and medical exams as required by funders.

§ Position based in Rochester, NH.

§ Requires valid driver’s license, auto insurance, and reliable transportation for occasional local travel to other HHH-owned facilities and for running errands. Company vehicle may be available at times.

§ Coursework and/or a degree in business or related discipline is preferred.

Job Type: Full-time

Pay: From $23.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• On call

Education:

• High school or equivalent (Required)

Work Location: In person

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