Office Administrator

Addiction Recovery Coalition Of New Hampshire - Milford, NH

Part-time - Entry Level

Milford, NH

About the position

The Office Administrator at the Addiction Recovery Coalition of New Hampshire (ARCNH) plays a crucial role in supporting the organization's mission to assist individuals seeking recovery services. This part-time position is designed for a compassionate and organized professional who can work independently while also collaborating effectively with a team. The Office Administrator will be responsible for a variety of administrative tasks that ensure the smooth operation of the Recovery Center. This includes supporting the Executive Director in their daily, weekly, monthly, and annual responsibilities, managing communications, and organizing the physical space of the Center to optimize efficiency. Key responsibilities include organizing electronic filing systems, ensuring that documents are easily accessible, and maintaining proficiency in Microsoft Office Suite applications. The Office Administrator will work closely with the Executive Director to manage monthly expenses, plan and support events, and develop materials for meetings with stakeholders. This role also involves maintaining contact lists, onboarding materials, and ensuring compliance with confidentiality regulations. The ideal candidate will possess strong communication skills, attention to detail, and the ability to manage multiple projects effectively. In addition to administrative duties, the Office Administrator will be involved in community outreach, including developing donor lists and coordinating social media campaigns. The position requires a commitment to the principles of dignity, respect, and confidentiality, ensuring that all interactions with clients, staff, and community members uphold these values. The Office Administrator will also assist in compiling data for reports and maintaining the cleanliness and appearance of the Recovery Center. Overall, this role is vital in fostering a supportive environment for individuals in recovery and ensuring the operational success of ARCNH.

Responsibilities

• Support the Executive Director in daily, weekly, monthly, and annual responsibilities.
• Answer phones and provide administrative support.
• Organize ARCNH's physical space to maximize organization of supplies, equipment, and materials.
• Organize electronic filing, scanning, and archiving of the Center's documents.
• Ensure timely payment of all monthly expenses in collaboration with the Executive Director.
• Plan, schedule, and provide support for all ARCNH events, including securing locations and vendors.
• Develop checklists for events to ensure all supplies and materials are organized.
• Create agendas and support materials for meetings with key constituents.
• Maintain updated contact lists of all ARCNH staff and volunteers.
• Ensure onboarding materials for employees/volunteers are indexed and completed.
• Develop an annual list of ARCNH events to promote outreach and participation.
• Work with the social media marketing partner to ensure campaign schedules are followed.
• Compile a list of prospective donors and develop outreach plans with the Executive Director.
• Plan team-building events with the Executive Director.
• Conduct daily and weekly planning meetings with the Executive Director.
• Be available and approachable for team members, clients, and guests.
• Perform other administrative tasks as needed, including managing schedules and emails.
• Maintain the cleanliness and appearance of the Recovery Center.
• Ensure compliance with confidentiality requirements as per HIPAA and 42 CFR regulations.
• Act as a liaison to the team and community, ensuring effective communication.
• Take and distribute minutes from weekly team and volunteer meetings.
• Resolve inquiries and issues as directed.
• Enter contact and volunteer information into RecoveryLink as required.
• Assist in compiling data for reports for various stakeholders.
• Oversee and assist with additional duties as assigned.

Requirements

• Associate's degree in business administration or 5+ years equivalent training or experience.
• A minimum of 2 years' experience in a comparable office environment.
• Excellent proficiency with Microsoft Office Suite: Word, Excel, Outlook, PowerPoint, Access (preferred).
• Demonstrated proficiency with project management software (e.g., Asana, Zoho, Monday).
• Demonstrated proficiency with Google Workspace applications.
• Ability to stand, sit, or walk for extended periods.
• Strong initiative to problem solve and maintain confidentiality.

Nice-to-haves

• Experience with QuickBooks desktop.
• Familiarity with MailChimp for email marketing.
• Experience in stakeholder management.

Benefits

• Paid time off