Administrative Assistant: Family Services & Community Outreach
Primary Functions
- Understand and explain Heartspring’s various programs; screen and route inquiries to appropriate persons and provide initial information (or follow-up) about Heartspring programs/services.
- Schedule and coordinate tours of Heartspring for families, referral agencies, school district personnel, community partners, and other professionals. May occasionally assist with tours.
- Assist in managing the director’s calendar and the department calendar of events/activities to ensure support and continuity across the department.
- Friendly initial contact with campus guests and provide an excellent hosting and customer service experience to ensure their needs are met while on campus, including obtaining all hosting supplies.
- Assist in coordinating various details to attend conferences in local, regional, and nationwide events, including prepping marketing materials, swag items, banners and other necessary items.
- Assist with and participate in organizing and implementing special events, such as the annual Family Weekend, trainings, hosted conferences, etc.
- Assist with various aspects of a new (or potential) student enrollment, including requesting releases of information for records requests (including thorough tracking and follow-up), documentation, some communication with parents and referral agencies, scheduling meetings, scheduling the enrollment day, etc.
- Information packet assembly.
- Using ACT! Database (a Customer Relationship Management, CRM) to track inquiries, assist in running admissions reports, track other statistics, etc.
- Assist/support the CARE program in various activities; outreach, CARE clubs, Parent’s Night Out, Teen Hangout, community trainings, etc.
- Assist the department in scheduling various meetings, creating the department agenda, meeting minutes, reminders and overall organization.
Secondary Functions
- Assist with special projects as requested by the director
- Cover the main front desk as needed – will have one scheduled day per week to cover breaks.
- Potential backup support with a student during a tour (if necessary), or on enrollment day, on-campus activities and in environments.
- Other duties as requested.
Schedule
This position is hourly: 40 hours per week, Monday – Friday. This will require some occasional evening support help (with flexing hours) for CARE Program activities of Teen Hangout, Clubs, and Parent’s Night Out, as necessary when volunteers and/or other staff are unavailable. Therefore, flexibility is needed depending on department activities, campus coverage and student’s needs. Occasionally, up to 5 hours of overtime (approximately) a week may be needed.
Benefits:
Heartspring offers a generous benefits package including three weeks of paid vacation, sick leave, medical/dental/vision insurance, life insurance, short term disability insurance and retirement plans. Heartspring also offers opportunities to grow within and advance your careers through on-the-job training, internal promotion preferences, and the Heartspring scholarship program to help you go back to school.
Heartspring is a drug-free campus. Heartspring is an EEO employer.