Secretary

The Meaningful Life Department is seeking a full time Secretary to join our team. This position is onsite and will sit in our 120 West 106th location in the Upper West side of Manhattan.

Job Summary:Under the direction of the Director of Meaningful Life, the Secretary carries out the following duties:

Duties and Responsibilities:

1. Serves as departmental receptionist, greeting all those that come into the Meaningful Life office, checking voicemails and communicating all relevant information to appropriate parties.

2. Arranges meetings, appointments, committees and maintains calendar.

3. Handles correspondence, independently composes responses to routine matters. Composes letters, emails and memos as requested by Director.

4. Screens, interviews and processes all Volunteers

5. Tours new volunteers or visitors.

6. Assigns and connects volunteers to internal staff supervisors

7. Maintains volunteer files.

8. Maintains Volgistics program

9. Maintains all contracts with partner agencies.

10. Coordinates all Special Volunteer group requests

11. Types and oversees the production and distribution of the Volunteer News and Volunteer Email blasts and updates.

12. Makes flyers as needed

13. Creates weekly and monthly off-unit Activities calendars.

14. Records selected activity attendance

15. Reviews and compiles orders for all necessary office supplies

16. Organizes, rectifies, and submits to Finance Department petty cash for Meaningful Life Department

17. Places orders, pays vendors and tracks payments through Lawson System.

18. Creates and maintains files on Lawson requisitions and purchase orders.

19. Prepares and maintains special interest group attendance lists.

20. Coordinates special group visits under the guidance of the Director.

21. Coordinates yearly Volunteer recognition events

22. Oversees the Audio lending library and NYPL lending programs.

23. Interfaces with elders to assist in areas that Department can address.

24. Performs all other related duties as assigned.

Specialized Skills and Competencies:

1. Excellent telephone and communication skills

2. Comfortable working with elders

3. A self-starter with good organizational skills and the ability to work under

pressure when necessary.

4. Proficient in Microsoft word, excel, PowerPoint, scanning and faxing.

5. Familiarity with person centered care and Green House preferred.

6. Must be comfortable working in a fast paced environment.

7. Ability to relate to adults and the geriatric population in a respectful

manner.

Job Qualifications:

1. High School diploma or equivalent.

2. Previous experience working or volunteering in an eldercare environment preferred.

3. Previous experience working with volunteers, preferred.

4. Excellent Interpersonal skills

Physical Demands:

1. Required to reach and bend to access files and supplies

2. Required to open file drawers and move supplies which may weigh 50-75 pounds.

3. Required to sit at a desk for long period of time

4. Walking throughout the agency on a daily basis.

5. Push wheelchairs

6. Required to use computer for long periods of time

7. Required to speak and write in an understandable manner

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position without compromising resident/patient/client care.