Administrative Assistant

ADMINISTRATIVE ASSISTANT

Classification

Full-time Regular Non-Exempt Employee

Reports to

Executive Director

About First Responder Support Network: Rooted in the mission of providing evidence-based treatment, resilience education, and peer support, the First Responder Support Network (FRSN) empowers first responders and their families to thrive in their daily lives. Founded more than 20 years ago as the West Coast Post-Trauma Retreat (WCPR), FRSN has served more than 2,300 first responders and their families impacted by on-the-job trauma and critical incident stress, often compounded after years of service to their communities, through its six-day retreats and trauma-informed programs. The Significant Others and Spouses (SOS) program provides wraparound support to current or former partners, and widows of first responders. Along with FRSN’s Northern California base, retreats are offered in Washington, Oregon, Indiana, and Kansas. FRSN provides basic and advanced peer support trainings, as well as clinical and chaplain training opportunities. FRSN’s programs have become a nationally respected model of healing and hope.

Summary/Objective

Provide general administrative, clerical, and program support to staff and management. Performs a variety of essential skilled administrative duties to ensure the highest level of professionalism and operational efficiency for the organization.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, however, the Administrative Assistant shall be responsible for the following:

General Administrative Support

• Monitoring main FRSN email and e-fax and distributing or responding to inquiries as appropriate
• Providing logistical support for virtual and/or in-person meetings
• Assisting with data entry of volunteer, donor, client and staff information in various platforms including Salesforce and Smartsheet
• Providing administrative assistance for online support meetings provided by FRSN
• Maintaining organization's software platforms and subscriptions

Executive Director Support

• Providing administrative support to Executive Director, including:

-Coordinating meetings

-Drafting, editing and sending correspondence

-Developing reports, agenda packets, and minutes for board and staff meetings

-Drafting reports and presentations

• Supporting other executive administrative functions, such as budgeting and human resources

Retreat Operations Support

• Managing inventory and assembling retreat materials and supplies, including client and volunteer materials, contact lists, and procurement of regular and specialty supplies; ensuring timely delivery of materials to satellite retreat sites
• Maintaining retreat equipment including audio/visual equipment, and assisting in the preparation of retreat site
• Assisting with client coordination after clients are scheduled for a retreat
• Maintaining client charts including scanning, filing and purging according to policy

Marketing and Communications Support

• Ordering business and promotional materials, including business cards and letterhead, brochures, postcards, and promotional items
• Assisting with regular social media posts
• Assisting with routine content updates to website
• Maintaining independent support meetings resource list
• Assist with event planning and coordination

Other

• Attending staff meetings
• Attending regular check-in meetings with Executive Director and Retreat Operations Director
• Collaborating with other staff members as needed
• Adhering to all FRSN policies, HIPAA, and other pertinent regulations
• Other duties as may be assigned by the Executive Director

Qualifications

• At least 3 years of administrative experience required.
• Experience in a healthcare setting preferred. Experience working in mental health and/or trauma services ideal.
• Highly proficient computer skills including MS Office, online communication tools, including Zoom, and online collaboration tools. Experience with Smartsheet and Salesforce preferred.
• Understanding of confidentiality issues and ability to use good judgement to maintain client confidentiality.
• Exceptional self-motivation and good judgment.
• Excellent attention to detail.
• Excellent written, verbal and interpersonal communication skills.
• Exceptional organizational skills.
• Ability to work independently and within a team.
• Interest and ability to work closely, collaboratively and remotely as part of a mission-driven team.
• Competency working with a diverse set of emergency responders.
• Passion for helping first responders.

Travel

Regular travel to the Angwin retreat facility (2-3 times per month).

Position Type/Expected Hours of Work

This is a full-time, primarily remote position. Days and hours of work are flexible and dependent upon timing of FRSN-related tasks required and staff member’s availability; however, staff member will designate specific periods of time during a Monday - Friday work week when s/he/they is/are regularly available in order to conduct necessary business.

Work Environment

This job may operate in a business office, home office setting, or the Angwin retreat facility. This role routinely uses standard office equipment such as computers, phones, printers, photocopiers, scanners, filing cabinets and fax machines. 

Physical Demands

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. Employee may be required to lift and move items weighing up to 25 lbs.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time. 

FRSN is an equal opportunity employer and welcomes a diverse pool of candidates in this search. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.