Position Summary:

The Receptionist & Administrative Assistant serves as support to the Director of Administrative Services and back up to mail room staff.  In this role, the Receptionist &Administrative Assistant will be responsible for: answering telephone calls and screening/directing inquiries as appropriate; greeting, screening, announcing and directing guests to their proper destination as the gatekeeper for the Institute; and completing other job-related projects as assigned. The Receptionist &Administrative Assistant position is an excellent opportunity to interact and work with dedicated colleagues in the field of reproductive health.

 

Responsibilities:

Receptionist

  • Open, manage and close reception area between the hours of  9:00am – 5:00pm;
  • Answer, screen and route all incoming calls in a professional and polite manner;
  • Greet, screen, announce, and direct visitors to their destination;
  • Respond to basic requests for information about the Institute;
  • Arrange for pickup and delivery of messenger services;
  • Monitor security cameras and provide entry to the 3rd, 7th, and 16th floor office s;
  • Receive, log, and secure incoming packages;
  • Assist in answering questions and scheduling ground transportation during Board Meetings;
  • Compile visitor names for daily security lists submitted to building security.

 

Administrative Support

  • Serve as back-up for the mailroom staff;
  • Order office supplies and foster vendor relations;
  • Follow up on issues with orders, refunds, and tax exemption submissions;
  • Pre-screen subcontractors by conducting detailed background checks for the Institute;
  • Manage all contract and vendor files;
  • Manage shared office calendars;
  • Update staff lists and office maps using Microsoft Visio;
  • Maintain the Intranet for the Finance & Administration Division;
  • Maintain the Institute’s off-site file inventory in vendor system;
  • Create and update department instructional manuals;
  • Regularly update the Institute’s furniture inventory in Microsoft Access;
  • Reconcile invoices and enter monthly expenses in applicable systems (Concur or Nexonia) for the Director of Administrative Services;
  • Compile information for Who Does What update and assist in coordination and dissemination of Business Continuity documentation;
  • Assist in triaging daily office and building maintenance requests;
  • Schedule Finance & Administration Division meetings;
  • Provide administrative support during capital improvement projects and as assigned;
  • Train temporary staff for short-term coverage of the reception area;
  • Perform other job-related duties as assigned by supervisor.

Qualifications:

  • A minimum of two years experience as a receptionist and performing administrative assistant duties in a professional office setting;
  • Must be highly dependable and punctual, flexible, detail-oriented, and professional;
  • Excellent interpersonal skills required with ability to interact culturally, linguistically, and diplomatically with the Institute’s diverse staff and stakeholders;
  • Strong written and verbal communication skills;
  • Strong knowledge of Microsoft Access database software;
  • Working knowledge of Content Management Software (CMS); Word Press preferred;
  • Experience with telephone systems and associated applications;
  • Demonstrated ability to work in Microsoft Office to create spreadsheets using Excel; Proficiency working within heavily formatted Word documents and tables;
  • Basic knowledge of drawing and mapping software, such as Microsoft Visio;
  • Strong interest in sexual and reproductive health and support of the Institute’s mission.

 

Salary and benefits

Salary starting at $45,700 to upper $40k’s and will be commensurate with experience.  Excellent benefits that include medical, dental, vision and life insurance; vacation, personal and sick time, paid parental leave; tuition reimbursement; commuting subsidy; and 401(k) with employer match. The Guttmacher Institute strives to provide the training and support staff need to be successful in their positions and to grow professionally.