Reports to: Executive Project Manager
Major Functions: Performs a wide variety of administrative and office support duties for Front Office, C-Suite, and Agency Departments; supervise receptionists
Locations: Primary: Providence House East Campus – 11801 Buckeye Road, Cleveland
Secondary: Providence House West Campus – 2050 W. 32nd Street, Cleveland
Salary Range: $40,000 to $45,000
§ Supervise, support and provide backup coverage for Campus Receptionists (East and West)
§ Coordinate calendar and meetings for CEO, COO, CFO, and Leadership Team members as directed. Maintain organization-wide Master Calendar.
§ Create and maintain on-site meeting room reservation calendar and reservation system. Ensure meeting rooms have necessary technology and office supplies.
§ Coordinate travel, lodging, itineraries, and expense reports for CEO and Leadership Team members as directed.
§ Assist with Board of Directors meeting and event set up and scheduling. Work with Executive Project Manager and Donor Engagement Manager to track Director meeting/event attendance and giving records.
§ Coordinate setup for onsite meetings, tours, and other events including room reservations, equipment, food and beverage ordering and/or purchase of refreshments and supplies. Maintain cleanliness and organization of meeting room spaces in coordination with facilities dept.
§ Assist with preparation of meeting materials, presentations, or handouts as needed or directed.
§ Perform filing and general record keeping for various Departments; copy and collate materials as requested.
§ Support general office requirements including organizing business equipment areas, track and maintain supplies inventory for office and copier. Manage supply requests from all Departments and order all needed materials.
§ Troubleshoot, support, and coordinate office equipment repairs.
§ Maintain cleanliness and organization of kitchenettes and meeting areas. Place orders of shared supplies as needed.
§ Undertake other projects as requested.
§ Strive to be culturally competent and supportive of diversity in both service to clients and through professional interactions with donors and guests.
Business Operations Support
§ Responsible for the management of office supply levels on both campuses and related vendor business accounts including placing and delivering office supply orders.
§ Responsible for gift card database: Enter new gift card donations, distribute gift cards and complete appropriate paperwork, enter gift card balances, and run reports monthly.
§ Schedule donation drop offs and notify external relations or facilities as appropriate. Greet donors at the door, document donations received. Assist in unloading donations or coordinating unloading with facilities.
External Relations Support
§ Coordinate the scheduling of donor tours, Done in a Day projects, speaking engagements, funder visits, etc. as assigned.
§ Support External Relations team to schedule and prepare materials for any on-site meetings as assigned.
§ Support the External Relations team in batch entry of donations and logging actions in Raiser’s Edge.
§ Assist with distribution of mass-mailings, including printing, assembling, addressing, postage, and timely mailing.
§ Attend and assist with the organization and execution of Providence House special events including Annual Luncheon, Deck the House, and other speaking engagements or fundraising events as assigned.
§ Assist Social Work team with scheduling parent/guardian visitations and ensuring Family Resiliency Center and visitation spaces are organized and stocked with necessary supplies and resources.
Required Qualifications & Preferred Skills
§ Must be 21 years of age
§ High School Diploma/GED required; Associate’s degree, Bachelor’s degree preferred
§ 2-4 years’ experience of clerical, secretarial or administrative experienced
§ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams) and database software programs
§ Excellent written and verbal communication skills
§ Strong organizational skills, the ability to multi-task, and effective time management
§ High attention to detail and accuracy
§ Experience with data entry, record-keeping, and proofreading.
§ Must be available for occasional weekend and evening work; flexible/modified schedule based on agency needs.
§ Have reliable transportation and a valid Ohio driver's license to commute locally between the East campus and West campus as needed.
§ Ability to think creatively and maintain confidentially
§ Flexibility and adaptability to meet changing agency needs
§ Positive, team-oriented attitude with a professional demeanor
Work Environment & Physical Requirements
This position operates in a professional office environment and routinely uses standard office equipment, including but not limited to computers, telephones, fax machines, printers/copiers/scanners, and surveillance cameras. The role primarily involves sedentary work, requiring extended periods of sitting, with occasional walking and standing. Visual acuity is necessary for close-up work on computer screens. The candidate may be required to lift or move objects weighing up to 40 pounds, such as office supplies. Duties may also involve reaching, stooping, bending, and the use of fine motor skills.
Equal Employment Opportunity Statement
Providence House provides equal employment opportunities to all individuals regardless of their race, color, religion, creed, gender, age, sexual orientation, national origin, disability, marital status, veteran status, genetic information or any other characteristic protected by federal, state, or local law. In addition, reasonable accommodations for qualified individuals with disabilities may be made to perform the essential functions of the job.
