Job Description

 

 

POSITION SUMMARY
The Program Assistant functions in the following key roles: providing the Executive Director with administrative support, managing Chapter office operations, and providing administrative and technical support to the Chapter’s staff and volunteers across a broad spectrum of work including advocacy and public policy, communications and marketing, finance and accounting, fund development, program and service delivery, and volunteer engagement.

This is a full-time position located in Honolulu, Hawaii, and reports to the Executive Director.

ESSENTIAL JOB FUNCTIONS

Executive Support  

 
     
  • Manage information for Executive Director’s use in meetings with organization staff, volunteer leadership, and outside parties 
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  • Manage Board of Directors, Board Committees, and Regional Advisory Councils meeting and teleconference scheduling, logistics, minutes, and rosters; manage other partnership/ coalition meeting scheduling and logistics as needed 
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  • Track and report volunteer leadership activities as appropriate 
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  • Manage special projects as requested  
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Office Administration  

 
     
  • Maintain coverage at the front desk during business hours. Responsible for opening office and finding coverage when needed 
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  • Maintain, and/or coordinate maintenance of office equipment, including computers, phone system, photocopiers, postage meters, and printers 
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  • Maintain office supply and brochure inventories and budgets 
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  • Provide onsite IT desktop support to staff as needed  
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  • With Chapter leadership, coordinate onboarding of new staff and volunteers, including setting up workstations and computers, issuing keys/passes, setting up cell phones, etc. Maintain and track office keys. 
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  • Help recruit volunteers through VolunteerMatch and other volunteer outlets 
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  • Assist Regional Finance Director with cash handling, gift processing, and financial recordkeeping 
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  • Enter data in Convio and Team Approach databases as appropriate  
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Education Programs   

 
     
  • Responsible for ensuring educational programs are processed following the Chapter protocols to ensure that registrations are processed, the event is created in Personify CRM and marketing materials are developed. Also responsible for all education data entry. 
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  • Assist Program staff with logistical arrangements for educational programs and annual education conferences 
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  • Create education listings in Personify CRM database and manage workshop and conference registrations 
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  • Respond to requests and coordinate staffing for health fairs and community events; assist with staffing when needed 
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  • Prepare materials for health fairs, trainings, presentations and meetings 
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  • Responsible for ensuring 100% compliance of adherence of the Alzheimer's Association's Helpline Standards 
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  • Update support group and education program listings in Personify and Google Calendar  
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Family Services   

 
     
  • Manage Personify program data and all records of required documentation as requested  
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  • Enter constituent data and demographics in the Personify database 
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  • Responsible for ensuring 100% compliance of adherence of the Alzheimer's Association's Helpline Standards 
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  • Maintain resource library for families 
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  • Promote 800#, enews, TrialMatch and advocacy activities  
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Constituent Events   

 
     
  • Field general questions about Alzheimer’s Association signature events 
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  • Track registratrion numbers for The Longest Day event 
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  • Solicit in-kind donations from local businesses as needed for signature events 
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  • Process team and participant funds turned into the office 
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  • Provide administrative support to development staff  
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Public Policy & Advocacy  

 
     
  • Assist Chapter public policy staff with event details and logistics 
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  • Provide administrative support to the Public Policy and Advocacy staff  
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MINIMUM REQUIREMENTS  

 
     
  • Bachelor’s degree preferred, or AA degree plus at least two years of relevant work experience 
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  • Customer service experience preferred 
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  • Experience working with volunteers preferred 
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  • Proficiency in Microsoft Office Suite and Google Apps 
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  • Ability to learn new databases, perform accurate data entry and pull reports 
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  • Excellent interpersonal and verbal/written communication skills 
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  • Excellent organizational and time management skills 
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  • Ability to successfully manage multiple priorities and deadlines  
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  • Excellent problem solving and strategic thinking skills 
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  • Ability to analyze information and make timely, appropriate decisions 
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  • Ability to collaborate and work well as part of a team with high level of integrity, diplomacy, and initiative and absolute commitment to confidentiality 
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  • Ability to work independently and succeed in dynamic and fluid environment 
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  • Ability to work effectively with diverse populations and demonstrate inclusion 
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  • Ability to work evenings and weekends on occasion 
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  • Participate in Chapter events, including but not limited to Walks to End Alzheimer’s, The Longest Day, educational conferences, and advocacy and public policy activities, as requested. 
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  • Valid Hawaii State driver’s license and proof of insurance 
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  • Physical activity is required on occasion and may include long hours of standing and walking and some lifting/carrying of materials/supplies up to 25 pounds.  
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  • Other duties as assigned  
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Application Instructions

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