Administrative Assistant
Requirements Excellent ability to communicate effectively in English (Spanish a plus) both written and verbal. Bachelor’s degree or successful college studies preferred. Competent with Microsoft Office Suite products and G-suite. Organized. Initiative taker. Hospitable. Able to handle multiple simultaneous requests. Ability to think analytically. Bold and collaborative. Must be able to maintain confidentiality. Must support the mission of Lydia Home. Must be able to work at main office 4300 W Irving Park Road, 8:30 a.m. to 5:00 p.m. or 9:00-5:30, depending on needs of Lydia Home. Must pass Microsoft Office/G-suite and writing tests.
Function Lead and complete the administrative tasks and projects related to Lydia Home
Responsibilities/Duties/Tasks
● Be the SMILE and first impression for Lydia Home for guests and callers
● Register, screen, direct and buzz in guests to Lydia Home
● Check main line voicemails – transfer to designated person
● Answer main telephone line and transfer
● Sort/Distribute USPS Mail and Deliveries
● Help recruit, train and oversee office volunteers to do above 5 duties
● Writing projects and info/photo gathering
● Keep Phone Directory UpToDate
● Send Thank You cards to Donors and log in database
● Assistant to projects for the programs at Lydia Home
● Organize Christmas Staff party and assist with gifts for children
● Organize, order and monitor office supplies
● Check out Vehicle Keys and track gas needs and mileage
● Oversee Lydia Home Key Box
● Manage Gift Cards & Spreadsheet
● Wi-Fi, Netflix and Disney+ Passwords & Passcodes
● Point person for copiers
● Assist with COA Licensing Requirements
● Assist with Quality Improvement efforts
● Track and keep notes for risk management projects/issues
● Process and log in-kind donations and send thank yous
● Point person for computer and telephone Help Desks
● Find, collect, post, promote and follow up with staff for trainings for basic computer and phone usage
● Find, vet and post trainings for staff related to basic personal finance
● Post changes to website as needed
● Complete projects for Director of Programs and Director of Development and other duties as assigned
2021 Projects
Ø Facilitate transfer of files to Google docs and standardize access levels
Ø Collect all passwords, logins and contracts and store in one place
Ø Update policies and procedures for Lydia and possibly Employee Handbook
Ø Assist with updating COA (licensing) requirements; especially Quality Improvement (CQI/PQI) and Risk Management
Ø Sort and clean out old computer cords and equipment
Ø Facilitate outside vendor adding internet routers for protection of children
Ø Add volunteers and church names to database (CRM)
Ø Setup removal of junk, shredding and old IT equipment
Ø Assess copier usage and needs going forward
Ø Assess parking needs of staff and how to improve
Ø Assist with vetting vendors for digitization of clinical records and HR and accounting processes (DMS)
Ø Assist with setting up MBOs for staff (Results, Rewards and Recognition)
If interested please send resume and cover letter to
Jon Ebersole, Director of Programs at Lydia Home jebersole@lydiahome.org