Office Administrative Assistant Jobs

This position will be the main office administrative person dedicated to front-of-office duties, including phone, data entry and mailings. The position reports to the Office Manager and interacts with most staff to support operations and people calling the Foundation. The right person for this role is someone who enjoys phone responsibilities and talking with patients to help fulfil their requests and/or lend an understanding ear. The person who takes on this role should have excellent communication skills, an empathetic ear, a desire to help, and attention to detail to perform this role well. It is also important that the person fulfilling this role understands their own personal boundaries while helping patients to keep a positive attitude in the office.

Responsibilities include:

General Administrative Support

• Be responsible for mailing and shipping all merchandise from orders, new member packets, and event materials (prizes, T-shirts, mailings)
• Manage book and product inventory and plan (with Office Manager) order timing with future need. Fulfill book and product orders from website and calls. Maintain inventory tracking, reporting and management, including when we use inventory for gifts for people. Help track appropriate QB code for inventory use.
• Maintain clean master files and pdfs on SharePoint of Foundation operations and Personnel documents, ensuring staff has access.
• Be familiar with Raiser’s Edge database and play role to maintain clean data when entering information into database.
• Serve as primary person answering phones and the [email protected] email fulfilling the requests of the caller/emailer or forwarding to staff member needed to fulfill the request. Most calls/emails are patients seeking help, understanding, or materials.
• Take part in keeping files and items organized at the Foundation, including working with Office Manager at the beginning of each fiscal year to transition file cabinet statements and payments, file in boxes, and shred (with approval) cycled out 7-12 years back.

Financial Process Support

Be team member to financial process and controls with incoming mail:

• File all documents in correct location on SharePoint, in Audit prep file, and hardcopy for file retention and Audit.
• Match corporate payments to invoice listed in SharePoint as “paying invoice #”
• Manage financial document distribution to the correct stakeholders:
• List donations in appropriate category as directed by Sr. VP of Philanthropy
• Copy checks and distribute additional copies to respective staff, prepare bank deposits, and prep batches for bank deposits. Receive deposit slips and file.
• Send individual credit card statements to staff; collection of staff credit card receipts, keep CC binders up to date; master credit card segmentation for QuickBooks coding (give to CEO).
• Open Mail and list all income and category in an email to relevant staff.

If you are interested in this role, please send a cover letter, and resume to [email protected].

The Sjögren’s Foundation is a patient advocacy organization dedicated to making a significant difference in the lives of Sjögren’s patients. Sjögren’s (SHOW-grins) is a serious and systemic autoimmune disease that affects the entire body. Approximately 4 million Americans live with this disease, and yet it is a misunderstood and underdiagnosed disease. The mission of the Foundation is to support and educate patients and their loved ones, provide credible resources for healthcare professionals, serve as the voice of Sjögren’s patients in advocacy initiatives, and encourage and fund Sjogren’s research. Learn more about us at sjogrens.org.

Sjögren’s Foundation Equal Opportunity Statement

The Sjögren’s Foundation is committed to providing equal opportunity employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, political affiliation, sexual orientation, gender identity or expression, family status and responsibilities, disability, veteran status, genetic information, or any other status or characteristic protected by law.

COVID-19 Vaccination:

The Sjögren’s Foundation requires all employees to be fully vaccinated for COVID-19. Applicants may be required to furnish proof of vaccination and, if offered employment, will need to be up to date on vaccinations as defined by the CDC’s current recommendations before employment commences. Reasonable accommodations will be considered on a case-by-case basis in accordance with applicable law.