Administrative Support Specialist

Administrative Support Specialist

Do you seek to make a difference in the lives of others? Provide life-affirming support to women facing unplanned pregnancy.
Legacy of Life Foundation is a mission-driven, faith-based non-profit working to save the lives of babies and strengthen families. We seek to break the pattern of thinking unplanned pregnancies ruin lives. Our Administrative Support Specialist plays an important role in creating a welcoming connection to clients and takes the first step by scheduling appointments. This role is the gatekeeper of the department data and reporting.

Qualifications
This is a full-time (40 hours) position that requires a high level of organization, multi-tasking, and flexibility in a fast-paced environment
The Assistant must have strong computer skills and the ability to learn quickly
Must possess excellent interpersonal, communication, and organizational skills, as well as high adaptability to our fast-paced, rapidly growing company
A successful candidate for this position must have an entrepreneurial mindset and willingness to work in a faith-based organization with changing processes
You must have a strong desire to assist in growing the office and providing quality care to clients, as well as top-notch customer service to our caregivers and the communities that we serve
Strong organizational skills are a must
Bachelor's Degree in a Business and/or Healthcare field is a definite asset but not required

Required Skills/Abilities
Ability to multi-task
Strong computer software skills: use of MS Word, Excel, Office, and GMAIL calendars
Strong Customer Service skills: Must have exceptional communication skills and be able to communicate with clients, office team and outside vendors
Exceptional time management skills and ability to manage multiple schedules
Ability to demonstrate a high level of efficiency, and reporting of data from multiple spreadsheets
Ability to work in a team environment
Display a positive, high-energy, "team player" attitude while working in a fast-paced environment
Strong attention to detail and documentation of data
Show a high level of care, compassion, understanding, and urgency in order to meet all of the client's needs

Responsibilities include but not limited to:
The Administrative Support Specialist will perform a range of administrative duties, as well as talking on the phone and via text and scheduling client appointments.
• Answer incoming calls
• Schedule client appointments:
o Via phone and online booking links
o Upon receipt of each online booking, call client to confirm appointment
o Ensure client phone number is accurately recorded so automated text reminder reaches them
o Proactively call to confirm all appointments one day in advance and the day of the appointment
o Monitor chat function of online booking software during normal business hours
• Maintain multiple spreadsheets / data matrix to:
o Enter data for each appointment and client such as: call records, nickname, number of pregnancy tests performed, women who choose life, appointment no shows, etc.
o Run and review reports for discrepancies on a scheduled basis
o Provide accurate and timely reports to Client Services Manager
• Supply data for Client Services monthly board meeting reports
• In the clinic where the scheduler is based, welcome clients and expedite check in process,
o Each day, compile praise and prayers request and load into Mail
Chimp
• Monthly, create new email chain for praise and prayer requests
• Monitor security cameras throughout the day and alert suspicious activity as needed
• Other duties as assigned

Excellent total compensation package such as competitive salary, a 401K with an employer contribution, health, dental and vision benefits, life insurance, generous PTO, and more! If you are interested, please submit your resume, salary requirements, and a cover letter to the attention of Denis Gallagher, Human Resources Manager at [email protected].