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Administrative Assistant Full-time Job

4 months ago Administration, Business and Management Oregon   624 views
Job Details

The Trauma Healing Project is currently seeking a bilingual half-time (20 hours/week with the potential to add hours over time) Administrative Assistant to support our front office, Executive Director and Program Coordinators. This is an exciting opportunity to work with a growing community-based organization committed to healing, wellbeing and social justice. The person in this position will be an integral member of our small and cohesive team.

The position requires:

  • Detail oriented, self-directed and highly organized individual
  • Positive attitude and excellent interpersonal and communication skills
  • Flexibility, with comfort providing administrative support to a variety of programs
  • A passion for serving a diverse population of participants and community members impacted by trauma
  • Ability to multi-task

This position will have a key role in:

  • Reception
  • Registering and tracking program participants, donors, and training attendees
  • Maintaining database records
  • Tracking program evaluations
  • Supporting external communication and social media in English and in Spanish
  • Spanish language and community outreach

Job Duties:

  • Welcome participants and visitors in person (when in-person services resume) and on the phone
  • Accept fees and process receipts for fees for services
  • Manage general e-mail account, directing messages to appropriate staff
  • Route phone inquiries to the appropriate staff
  • Distribute mail and faxes to appropriate staff
  • Manage online wellness services registrations
  • Maintain participant records (online and paper)
  • Maintain wellness services website updates
  • Coordinate in-person acupuncture clinic set-up
  • Coordinate and provide support for meetings
  • Coordinate daily wellness program appointments (when in-person services resume)

Manage file, record systems, office supplies and inventory

  • Maintain calendars
  • Gathering content for and maintain schedule of various social media platforms
  • Keep office area clean and organized
  • Schedule custodial services
  • General administrative tasks
  • Provide other program assistance as needed

Job Requirements

  • Minimum of 1 year experience in office support
  • Proficient in all Microsoft Office Applications (Outlook, Excel, Word, etc.)
  • Maintain confidentiality of personal and financial information
  • Experience in data base management
  • Exceptional customer service skills and professional, caring demeanor
  • Social media proficiency
  • Bilingual/fluent in English/Spanish


  • Bi-cultural preferred
  • Lived experience within any of the diverse communities we serve
  • Previous administrative support experience in clinic/wellness settings preferred

This position is a regular, direct-hire opportunity that will pay $16-$19 per hour depending on experience. Hours may vary, depending on program needs. Benefits include vacation, sick time and health insurance. Please send qualified resume and a cover letter to Elaine Walters.

At the Trauma Healing Project, we believe a diverse work force is essential to the work we do. Diverse lived experience can give us some of the most important qualities we bring to the workplace. We know that the right person for the position may not fulfill every qualification listed here. If you believe you could be a great fit for this position, we encourage you to apply. Let us know in your cover letter the qualities and experience you believe would be beneficial to serving a diverse population of participants and community members impacted by trauma and to helping us to fulfill our vision and mission.

Seniority Level

Entry level


  • Civic & Social Organization

Employment Type


Job Functions

  • Administrative
Company Description
Recruiting Agency