Administrative Assistant

Humane Society of Huron Valley • Ann Arbor, MI

9d • Onsite

About The Position

The Administrative Assistant provides support to the Marketing & Development, Business Office, and Executive leadership teams. An animal care facility can be an emotionally challenging, high-stress, rapidly changing, and high-demand environment. Feelings of grief and loss, secondary trauma, and compassion fatigue are not uncommon. As such, working at HSHV requires a high degree of emotional regulation and resilience; the ability to tolerate and manage stress; adaptability to change; empathy for both animals and people; and an overall positive outlook.

Requirements

• Proficient in Microsoft Word, Excel and/or other similar software programs
• Good written and oral communication skills
• Excellent organizational skills
• Strong attention to detail
• Ability to handle multiple tasks efficiently
• General office skills
• Work well with others
• High degree of emotional regulation and resilience
• Ability to tolerate and manage stress
• Adaptability to change
• Empathy for both animals and people
• Overall positive outlook
• Ability to see a computer screen and use your fingers and wrists to use a keyboard and mouse, telephone and other office equipment
• Ability to speak normally and to use normal or aided vision and hearing
• Use written and oral communication skills
• Apply mathematical skills and formulas
• Observe and interpret situations
• Analyze and solve problems
• Learn and apply new information and skills
• Perform repetitive work on multiple, concurrent tasks
• Fulfill intensive deadlines
• Employ a consistently calm, professional demeanor while managing occasional stressful situations
• Interact positively with staff, the public, volunteers and others encountered in the course of work

Nice To Haves

• Experience with donation database and/or accounting software strongly preferred

Responsibilities

• Manage and monitor the general HSHV email inbox
• Coordinate direct mail lists, data uploads, and deadline tracking. Ensure tracking codes in Virtuous
• Maintain and track development and marketing planning documents and ensure alignment with Virtuous
• Complete standardized metric reporting across annual fundraising efforts
• Generate and manage donation receipts
• Execute data imports (PetPoint, Virtuous, and related systems)
• Perform ongoing database maintenance and data cleanup, as needed
• Oversee dog training program scheduling and coordination
• Manage clinic email appointment reminders
• Coordinate and maintain the canister program
• Assist with kennel sponsorship program logistics, including tracking locations and organizing/displaying plaques
• Support planning and execution of small-scale development events, including ordering supplies, food coordination, and event setup
• Prep and coordinate development admin tasks, like large-scale mailings, premium distributions, and other misc tasks
• High-level management of in-kind donation processes, including staff request approvals and wishlist oversight
• Manage incoming AP paperwork (invoices, approvals, etc.)
• Open business Office mail, distribute invoices for approval
• Remove printed invoices from Business Office printer and distribute for approval
• Scan approved invoices, employee check requests, employee reimbursements, etc.
• File completed paperwork
• AP packets (check/invoice packets)
• Manage Amazon invoices by printing and entering into MIP accounting software
• Perform Direct Deposit Donations Entry and Operations Cash Receipts Entry
• Assists executive leadership with reports, presentation, correspondence, and other administrative needs
• Coordinates special projects, tracks action items, and supports strategic initiatives
• Facilitates communication and administrative coordination across departments and teams
• Assists with report writing and record keeping
• Supports Board and committee administration, including meeting preparation, board packet assembly, room reservations, annual calendar, minute keeping and storage, communication, hospitality and holiday gifts.
• Serve as back-up to the Data and Process Manager for processing monthly shelter statistics report
• Provide excellent customer service to internal and external customers
• Stay up to date on HSHV policies and procedures, communicate needed updates to supervisors. Make edits as appropriate/directed.
• Other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed