Administrative & Program Support Coordinator

Administrative & Reception 

• Provides administrative support to staff across departments, including the Executive Director (ED), Operations Director (OD), Palliative Care Case Manager (PCCM), Volunteer Program Coordinator (VPC), Engagement and Administration Program Manager (EAPM), and all others as assigned.
• ?Provides primary reception support during HOA open hours, M-Th 11-4PM, offering compassionate in-person and over-the-phone end-of-life assistance as required. 
• Welcomes visitors with empathy and professionalism, offering calm, supportive guidance to individuals navigating death, dying, and grief. 
• Ensures community members feel heard and cared for, and helps connect them promptly with the appropriate HOA staff.
• Prepares outgoing mail, faxes, and emails; sorts and distributes incoming mail and deliveries.
• Monitors and maintains general office supplies and consumables. Prepares/orders/picks-up supplies as appropriate and tasked.
• Assists with scheduling, meeting preparation, and routine correspondence.
• Responsible for processing all donations into HOA to include data entry and record-keeping in Donor Perfect, Apricot, and other systems.
• Provides assistance with preparing and publishing digital content across the organization’s social media platforms and maintenance of online presence.
• Participates in communal light office upkeep, including trash removal, dishwasher unloading, and restocking supplies. 
• Oversee the intake and documentation of donated durable medical equipment (DME), ensuring items are logged, tracked, and processed according to HOA procedures.
• Keeps HOA personnel roster up-to-date on a monthly basis.
• Operates and ensures maintenance of standard office machinery.
• Prepares HOA facility for outreach events, meetings, etc.
• Responsible for tracking staff birthdays and coordinating a birthday card and gift for each team member.
• In conjunction with the Resource Center Manager (EAPM),
  • Maintains the HOA DME closet: manages intake, sterilization, data collection, forms management and disbursement of DME items according to Resource Center policies and procedures.
  • Prepares usage reports for OD as required.
  • Manages Resource Center inventory
  • Ensures cleanliness and order of resource Center End-of-Life Library.
  • Responsible for all sterilization of donated DME equipment.
  • Coordinates volunteer-led recycling efforts and donations to agencies outside HOA 

Volunteer 

• In conjunction with VPC, coordinates all necessary actions per compliance requirements (auto insurance, driver’s license, background checks, etc.) and tracks updates as they are received. 
• ?Maintains the volunteer birthday list and ensures that birthday cards are sent in a timely fashion. 
• Prepares volunteer training packets three to four times per year.
• Documents SOJ mailings and deliveries in Apricot to ensure accurate program tracking. 

Referral & Intake 

• Manages referral lists and communicates updates to PCCM 
• ?Vets prospective HOA clients and processes required documentation with client, medical team and PCCM.  
• Assists with initial referral vetting, including phone calls and documentation.
• Sends and receives ROIs and VODs; faxes VODs to providers.
• Prepares intake and assessment packets for PCCM.
• Scans and emails intake documents to PCCM. 

Financial Support 

• Provides basic accounts receivable and accounts payable (AR/AP) support under the direction of the EAPM. 
• ?Processes donation checks and prepares documentation for accounting. 
• Assists with financial record-keeping, filing, and routine documentation tasks. 

Other duties as assigned. 

Qualifications 

• High school diploma or GED required; associate’s degree preferred. 
• ?One year of administrative or customer service experience preferred. 
• Understanding and alignment with hospice philosophy
• Experience with AR/AP or basic bookkeeping preferred but not required.
• Strong communication, organization, and multitasking skills.
• Ability to support individuals experiencing grief with sensitivity and professionalism.
• Proficiency with Microsoft Office and standard office equipment.
• Must be able to pass background check and fingerprinting. 
• Must provide own transportation to/from work including but not limited to clients’ residences and outreach events. Must provide proof of current Alaska driver’s license and proof of automobile liability insurance of $50,000/$100,000/$25,000. 
• Must have current negative TB test with the first two-weeks of employment and provide proof to the organization. 
• Must provide a current resume listing positions and employers if applicable, specifying month and years of experience in positions and the responsibilities and accomplishment of each position pertinent to, and demonstrating development of the distinguishing characteristics of this job.
• Must provide three references written within the past five years.  

Knowledge, Skills, & Abilities 

• Excellent written and oral communication skills.  
• ?Knowledge and proficiency in standard business phone etiquette. 
• Demonstrated ability to work with MS office products, computers, phones and all standard business machinery. 
• Ability to work independently with self-direction, using good time management and organizational skills. 
• Ability to successfully function as a part of an interdisciplinary team. 
• Ongoing self-assessment and self-awareness of job knowledge and skills. 
• Ability to establish and maintain ethical boundaries, while putting the client’s and families’ interests first. 
• Ability to monitor personal and professional stress levels and take proactive steps to engage in personal and professional self-care. 
• Active listening skills: listen openly, calmly, and willingly without proselytizing or imposing any personal spiritual, social, and/or political beliefs and values. 
• A positive approach: compassion, patience, flexibility, willingness to help. 

Working Conditions 

• Requires good health – involves moderate lifting, standing, sitting, walking and ability to hear and be heard. Will be exposed to cold weather on walk from car to office, etc. 
• ?Works in a standard office environment with frequent interaction with staff, volunteers, clients, and community members. 
• Must be able to lift and move up to 45 pounds when handling donated durable medical equipment (DME) such as wheelchairs, walkers, and other mobility items.
• Requires the ability to bend, reach, carry, and perform light physical tasks as part of daily office upkeep.
• Must be comfortable engaging with individuals experiencing grief, caregiving stress, or end-of-life situations in a calm and compassionate manner.
• Occasional schedule flexibility may be required for events, trainings, or seasonal volunteer activities.
• Regular use of computers, printers, phones, and other office equipment.
• Noise level is generally low to moderate.