Administrative Assistant - Coral Gables - Insight Global

    Insight Global
    Insight Global Coral Gables

    7 hours ago

    Healthcare
    Description

    Required Skills & Experience

    • 3-5 years of administrative experience
    • Excellent customer service skills and communication
    • Excellent communication skills - verbal and written
    • Microsoft office suite – proficiency needed

    Nice to Have Skills & Experience

    • Background in a nonprofit organization
    • Raisers Edge and/or Luminate Online – experience preferred
    • Canva – experience preferred
    • Adobe Creative Cloud – experience preferred

    Job Description

    Patient Support Network

    • Coordinate Support Group Meetings, including assembling and mailing invitations.
    • Provide support for Zoom accounts for Support Groups, including adding and maintaining licenses, setting up accounts, and scheduling Zoom trainings.
    • Assist with the administration of the A1F Educational Scholarship Program by reviewing applications for completeness, following up with applicants, maintaining accurate records, and entering data in the Raiser's Edge database.
    • Monitor patient program email inboxes regularly, respond to inquiries, and route messages to appropriate staff as needed.

    Events

    • Support registration processes for Education Days and the National Conference, including entering registrations, cleaning and deduplicating data, generating and distributing reports.
    • Update and maintain hotel rooming lists for A1F Education Days and the National Conference, coordinate with hotels, and send reservation confirmations.


    • Administer CRCE Certificates for Education Days, including reviewing requests, verifying attendance, creating and distributing certificates, and maintaining AARC records and Raiser's Edge data.

    • Support the Patient Outreach Manager to administer Support Group Leader (SGL) Grants and First-Time Attendee Scholarships for the A1F National Conference. Verify eligibility, maintain documentation, follow up with applicants, and track all information in detailed spreadsheets.
    • Assist with event preparation for A1F Education Days and the National Conference, including producing name badges, tent cards, registration and packing lists, and coordinating event shipments.

    Admin

    • Develop and manage timelines and checklists for patient program initiatives.
    • Coordinate scheduling for Patient Programs department, including volunteer meetings, quarterly SGL calls, Doodle polls, Zoom and Teams meetings, and Outlook calendar invites.
    • Work with approved travel agents to book flights and resolve travel issues for speakers, volunteers, and scholarship recipients.
    • Process expense reports and reimbursements for speakers, volunteers, and patients.
    • Support accounting processes by coding AMEX charges, maintaining invoices, and organizing financial documentation.
    • Conduct data entry in Raiser's Edge database for Patient Programs.
    • Assist with Patient Programs and Services committee meeting minutes transcription.
    • Maintain and organize department files and invoices in the shared drive.

    This position pays 20-22/hr


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