Northern Plains Eye Foundation- Administrative Assistant (Rapid City, SD)

Administrative Assistant
Date Created:
Reports To (Title):
Executive Director
Date Revised:
Casual non-exempt employee (0.375 FTE)
Position Summary: The Administrative Assistant is primarily responsible for providing project and administrative support and coordination to the Executive Director, and, as assigned, other staff, in order to support staff objectives and the mission and goals of NPEF. Secondarily, the Administrative Assistant serves as back-up, in the absence of the Project Coordinator, attending/administering vision screenings for the Northern Plains Eye Foundation Western South Dakota Lions Children’s Vision Screening Initiative (CVSI).
1. Provide project and administrative coordination to the Executive Director, and as assigned, other staff as requested by the Executive Director:
 Assist with front line reception and respond to telephone/visitor inquiries in a professional manner, communicating pertinent details to the Executive Director and other staff.
 Assist in coordination of projects and assignments.
 Assist with preparation and maintenance of files, records, mailing lists, newsletter, donor database, and other required documentation and correspondence.
 Assist with calendar management, scheduling, and meeting coordination.
 Assist with operation/maintenance of standard office equipment (multi-line phone system, printers, copiers, computers, fax, etc.) and maintaining inventory of office supplies.
 Assist with keeping office organized and orderly.
2. Cross-train to Coordinate and Administer the CVSI program:
 Cross-train to attend and administer vision screenings in the absence of the Project Coordinator.
 Assist fellow staff, school nurses, and area Lions Clubs volunteers to facilitate vision screenings.
 Assist with CVSI data entry, mail correspondence to parents/guardians of those who pass screening and referral packets to parents/guardians of those who fail screening, summary reports and appropriate follow-up procedures.
3. Support and promote Foundation mission and goals:
 Promote the Foundation’s mission and goals (conforming to NPEF by-laws and principles) with the Board of Directors, eye care professionals, and others.
 Foster good community relations, professionally representing NPEF in conversations and communications with Foundation Board of Directors, committee representatives, members of the eye and health care community, donors, businesses partners, vendors/service providers, etc.
 EDUCATION/EXPERIENCE: Associate’s Degree or equivalent vocational education preferred, but not required. Minimum of two years administrative/clerical/project experience OR other background demonstrating the following knowledge, skills, and abilities.
1. Strong administrative and reception skills.
2. Extensive knowledge of and demonstrated proficiency in computer programs (Microsoft Word, Excel, and Access, inclusive of mail merge, labels and tables, with ability to build and change complicated formulas and manipulate data; all aspects of Outlook; PowerPoint, inclusive of building presentations; etc.) resulting in timely and accurate data entry, compilation and reporting ability.
3. Detail and deadline orientated with capacity to prioritize and balance multiple responsibilities with ability to adapt to urgent matters.
4. Friendly and professional with a desire to produce high-level results.
5. Able to travel to work sites using own transportation.
 SCHEDULE: Must be able to work varied schedule of 15 to 20 hours per week including occasional evenings and weekends throughout the months of September to May (months of June through August excluded).
o Work cooperatively with others in a professional and diplomatic manner.
o Demonstrate professionalism overall, promote a positive image of NPEF.
o Work independently with minimal supervision.
o Prioritize well.
o Produce high quality work in a timely manner.
o Behave ethically and maintain confidentiality.
o Consistently willing to learn and expand job knowledge.
o Commitment to the Foundation and its values, mission and vision.
This description is not intended, and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with this job. It is intended to be an accurate reflection of the principal job elements essential for making compensation decisions.
Northern Plains Eye Foundation is an equal opportunity nonprofit agency and does not discriminate on the basis of age, race, religion, color, national origin, sex, gender, or disability in its activities, programs, or employment practices as required by Title VI, Title IX, Section 504, Age Discrimination Act, and Title II of the ADA.

Applicants are requested to email a cover letter and resume with references to by 5:00PM January 22, 2016, with the position start date in early-to-mid February.