Overview

The mission of The ALS Association Greater New York Chapter (ALSGNY) is to discover treatments and a cure for ALS, as well as to serve, advocate for, and empower people affected by ALS to live their lives to the fullest. The ALS Association is the only national non-profit fighting ALS on all fronts with a three-pronged mission: providing comprehensive patient care, scientific research, and advocacy for the needs of people with ALS.

Founded in 1994, ALSGNY is one of the largest and most active chapters nationwide in The ALS Association’s network. The Greater New York Chapter serves North and Central New Jersey, New York City, Long Island, Westchester County, and the Lower Hudson Valley. For 28 years, the Chapter has been a leader in ALS patient care, serving more than 1,000 patients and their families each year. Amyotrophic lateral sclerosis (ALS), often referred to as Lou Gehrig’s Disease, is a progressive neurodegenerative disease resulting in the degeneration of motor neurons in the brain and spinal cord, leading to muscle deterioration, paralysis and respiratory failure. Based on U.S. population studies, it is estimated that approximately 25,000 have the disease at any given time.

ALSGNY maintains strong financial health through a commitment to accountability and transparency. The Chapter was recently awarded its 8th consecutive year of a 4-star Charity Navigator rating. Only 6% of charities evaluated by Charity Navigator have received the 4-star designation consecutively for this duration.

Position Summary: Based in the Chapter’s New York City office, the Office Manager/Administrative Assistant supports the administrative operations of all departments within the Chapter.  Additionally, as the first contact for callers and visitors to the office, the Office Manager/Administrative Assistant serves as an important representative of the organization.  Full-time, non-remote position.

Reports to: Chief Operating Officer.

Responsibilities:

Reception Duties:

  • Manage Reception area and direct all visitors appropriately.
  • Manage the Chapter’s main phone line, screening and directing all calls.
  • Manage all mail, package deliveries and outgoing shipments.
  • Maintain staff phone and emergency lists.
  • Manage safety and cleanliness of reception area, mail room, conference room and general office areas.

Office Administration Duties:

  • Provide administrative and clerical support for Executive, Operations, Development and Care Services Departmental activities and events, as required.
  • Order and distribute office supplies and manage inventory levels of all general supplies, including stationery.
  • Coordinate materials needed for quarterly Board meetings.
  • Serve as Host for bi-weekly Staff Meetings via Zoom.
  • Update and distribute Employee Handbook to all new staff.
  • Serve as liaison to building’s Tenant Service staff for all office maintenance issues.

Gift Processing/Acknowledgement Duties:

  • Record all gifts received at the office in accordance with established procedures.
  • Produce acknowledgment letters for certain gifts, and oversee process of making sure they are mailed out.
  • Support gift entry process during high volume and vacation periods.

Other Responsibilities:

  • Establish and maintain effective relationships with staff at all levels.
  • Perform other duties as assigned.
  • On occasion, assist at chapter fundraising events throughout the year, with advance notice.

Qualifications and Skills:

  • Bachelor’s Degree preferred.
  • 1-3 years of office administrative experience and excellent knowledge of clerical and administrative procedures.
  • Highly proficient computer skills, including Microsoft Word, Outlook, Excel, Adobe, and Powerpoint.
  • Must be able to maintain confidentiality and discretion, as this position deals with sensitive patient, donor and financial information.
  • Professional personal presentation.
  • Strong verbal and written communication skills.
  • Spanish speaking a plus.
  • Solid customer service orientation.
  • Must possess a strong sense of diplomacy and sound judgment.
  • Must demonstrate the ability to think critically and assess situations to determine their importance and level of urgency.
  • Self-motivated, high-energy, and results-oriented.
  • Ability to work on multiple projects simultaneously.
  • Highly organized, detail-oriented with ability to work quickly and accurately.
  • Strong team player.
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