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Office Assistant/Project Coordinator Part Time - Oklahoma

City: Oklahoma City

State: Oklahoma

POSITION TITLE: Office Assistant/Project Coordinator Part Time

ACCOUNTABLE TO: Executive Director 

POSITION SUMMARY: 

The Office Assistant is a part-time non-exempt position responsible for maintaining the daily operations and activities in the Oklahoma City office. The responsibilities center around ensuring the office is effective and works efficiently and includes answering of incoming telephone lines. As first point of contact with donors, volunteers, vendors and more a courteous and professional manner is expected and required.

ESSENTIAL FUNCTIONS:

  1. Manage Daily Office Operations
  2. Process Office Deposits
  3. Coordinate Association Volunteer Program
  4. Facilitate Community Representation
  5. Coordinate Specific Monthly Projects

RESPONSIBILITIES:

  1. Administer incoming/outgoing mail
  2. Work with office vendors to ensure smooth operations (including but not limited to: equipment services, phone/IT, janitorial)
  3. As necessary, work with vendors to conduct bidding, update contracts, maintain current files
  4. Complete check requests for any office bills that need to be paid
  5. Keep main office areas welcoming and tidy
  6. Oversee monthly newsletter
  7. Maintain office supplies
  8. Answer phones and be a resource to the caller or transfer call accordingly
  9. Greet visitors
  10. Data Entry of incoming monies
  11. Preparation of deposit documentation
  12. Process all donations, gifts, receipts and donor acknowledgement letters
  13. Manage the board member donor acknowledgement process 
  14. Complete Matching Gift Forms
  15. Process memorial donations and complete acknowledgement process
  16. Ensure donor files are clean (deleting duplicate entries, etc.)
  17. Ensure all events/programs/volunteers are entered and marked appropriately
  18. Run reports as requested
  19. Maintain all volunteer listings/job descriptions/applications
  20. Advertise and post volunteer opportunities
  21. Orient daily office volunteers and serve as point of contact
  22. Recruit and assign duties for special events
  23. Process all health fair requests and determine which the Association will participate 
  24. Attend or recruit volunteers to represent ALA at health fairs
  25. Keep literature/display inventory
  26. Make sure health boxes are inventoried, packed and ready to go to a fair
  27. Complete Charitable Giving Applications send speakers bureau representatives to workplaces as requested

QUALIFICATIONS:

  1. Excellent communication skills, both written and verbal
  2. Excellent analytical and organizational skills
  3. Excellent people skills working as part of an internal team and with external volunteers
  4. Ability to organize and multi-task and pay strong attention to details
  5. Ability to prioritize, self-motivate and work independently for extended periods of time
  6. Proficient use of Microsoft Windows computer software products (i.e. Word, Excel, PowerPoint) and experience using database systems
  7. Knowledge of telephone systems, copiers, fax machines, etc.
  8. Professional office appearance
  9. Bilingual skills in English/Spanish a plus
  10. Non-Smoker

To apply for the position listed above, please e-mail a cover letter and resume to:

Terri Bailey
Executive Director
TBaily@lungs.org

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