Staff Assistant

Reports To:
Manager of Finance/Human Resources

Hours:
As Scheduled During Business Hours, Monday - Friday

Compensation Plan:
Non-Exempt, Hourly (40 hours per week)

Eligible Benefits:
All benefits per the HLI Employee Handbook

BFOQ:
This position has a bona fide occupational qualification as follows: knowledge of the Catholic Faith; its beliefs, practices, liturgy, structure, and protocol. Requires a complete understanding of the organization's position on life issues and signing the HLI Non-Disclosure Agreement and the HLI Statement of Faith.

Position Summary:
As a member of Human Life International's global missionary team, we are looking for a motivated and detail-oriented Staff Assistant to work in a collaborative team environment. Sharing common goals, the Staff Assistant assists and supports HLI's staff across all departments (i.e., Finance, Human Resources, Advancement, Operations, and Mission) as required. The Staff Assistant must have skills to handle scheduling, communication, and administrative tasks to support cross-departmental objectives. The Staff Assistant should have strong organizational skills, have excellent skills in written and verbal communication, be proficient in Microsoft Office Suite (Word, Excel, PowerPoint), be highly organized and passionate, understand cross-functional teamwork, and be reliable, responsible, and respectful of others.

Specific Duties:

Front Desk Agent (AM):

1. Answer a multi-line phone system and transfer calls to appropriate personnel or tenant.
2. Receive individuals entering the building via the main entrance and notify the appropriate personnel or tenant.
3. Receive packages from delivery services and notify the Shipping Clerk for distribution of HLI packages.
4. Assist with building security by locking the front doors when the front desk will be unstaffed and verify that the doors are locked. At the end of the day ensure lights, fans, etc. are off and secured.
5. Update Front Desk SOP's regularly with necessary updates/changes.
6. Assist with creating messages on voicemail and creating appropriate signage for the front lobby door for holidays.

Office Agent (PM):

1. Reply, monitor, and direct e-mails from our website contact page ([email protected]) and marketing emails ([email protected]) to the appropriate personnel.
2. Assist the Shipping Clerk by taking store orders over the phone, assisting with conference packing, moving large or heavy items; and when needed distributing mail and delivered packages, processing packages for product orders, and other Shipping related tasks.
3. Assist with the processing of donor gift acknowledgement letters.
4. Take donations over the phone.
5. Communicate to staff and tenants scheduled events occurring in the building.
6. Assist with administrative and clerical tasks in other departments as needed - i.e., Finance, Human Resources, Advancement, Operations, and Mission.