Assistant to the Executive Director - Chambersburg
4 hours ago
Job description
Please apply online atTitle:
Assistant to the Executive Director (Part-Time)
Pay:
$18–$22/hour (based on experience)
Schedule:
Part-time, 3 days/week (daytime hours; occasional flexibility for meetings)
Reports to:
Executive Director
Location:
Mercy House (on-site)
Position Summary
Provide direct administrative and office support to the Executive Director to keep Mercy House organized, responsive, and compliant day-to-day. This role focuses on communication support, documentation, purchasing/coordination, and keeping records and trackers up to date.
Essential Duties
Administrative support
Manage the Executive Director's calendar:
scheduling, confirmations, reminders
Draft, format, and send routine correspondence (emails, letters, memos)
Answer and route calls/messages; take accurate notes and relay information promptly
Prepare meeting materials (agendas, packets), take notes as requested, and track follow-ups
Maintain organized electronic and paper filing systems
Documentation and record upkeep
Create/maintain trackers (basic Excel/Sheets): contacts, vendors, maintenance requests, supplies, etc.
Assemble and organize non-clinical documents for admissions/support-files as assigned (no clinical decision-making)
Maintain inventory and documentation for office/admin needs (forms, printed materials, binders)
Operational coordination
Coordinate vendors and service calls (obtain quotes, schedule appointments, confirm access)
Track work orders/repairs and follow up until completion
Order office and household supplies per approved lists/budgets; keep receipts organized for reconciliation
Front office & communication
Support communication with families/POAs for administrative items as assigned (billing questions routed per ED direction)
Prepare mailings and basic office tasks (printing, scanning, mailing, filing)
Required Qualifications
2+ years' administrative assistant/office coordinator experience (preferred)
Strong written communication and professional phone etiquette
Proficiency with Microsoft Word/Excel (or Google Docs/Sheets)
High discretion with confidential information (HIPAA awareness strongly preferred)
Strong organization, follow-through, and ability to prioritize independently
Work Style Expectations
Calm, professional, and dependable in a sensitive end-of-life setting
Comfortable working with minimal supervision and clear task lists
Able to handle interruptions and shift priorities appropriately
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