Administrative Assistant (Front Desk)

Family Haven; Orem (UT); On-site; USD 32,000 - 42,000; Full time

Job summary

Family Haven is seeking an Administrative Assistant to provide welcoming front desk support and handle routine administrative tasks at our Orem location. You will help clients, families, and visitors navigate services and connect them with the right staff or resources.

This entry-level role is ideal for someone organized, dependable, and eager to learn how a social services organization operates. Background checks may be required due to work with vulnerable populations.

Qualifications

• High school diploma or equivalent.
• Prior office, front desk, or customer service experience.
• Strong communication and interpersonal skills.
• Reliable and comfortable working independently at the front desk.
• Ability to stay organized while managing interruptions and a variety of routine tasks.
• Ability to exercise good judgment about when to handle a question independently and when to ask for help.
• Comfortable learning and accurately communicating information about Family Haven's programs and services.

Responsibilities

• Provide front desk coverage during scheduled hours, greeting clients and visitors and helping them navigate the office.
• Answer incoming phone calls and respond to routine inquiries from clients, families, community members, vendors, and other callers; route calls to the appropriate person when needed.
• Check clients in and out of appointments and assist with nursery check-in and check-out.
• Develop and maintain a working knowledge of Family Haven's programs and services in order to answer common questions and provide accurate information.
• Help families and clients identify the appropriate Family Haven program or staff member for their needs, and recognize when a question or situation should be referred to someone with more specialized knowledge.
• Work with program staff to connect families with services when additional assistance is needed.
• Assist with client appointment rescheduling and other routine scheduling tasks.
• Receive and sort mail and complete routine administrative tasks such as faxing treatment plans.
• Maintain confidentiality and handle client information appropriately.
• Support other front desk and administrative needs as they arise.

Skills

Communication skills

Interpersonal skills

Independent work

Education

High school diploma or equivalent

Job description

Family Haven is a local nonprofit organization dedicated to building a community of happy, healthy individuals and families through the prevention and treatment of child abuse and trauma. With locations in Orem and Lehi, we provide a range of family support programs designed to strengthen relationships and promote long-term well-being, alongside a busy mental health practice in Orem.

The Administrative Assistant provides front desk and administrative support for Family Haven, serving as a welcoming and reliable first point of contact for clients, families, visitors, and community members. This role answers phones, assists clients at the front desk, manages routine administrative tasks, and develops a working knowledge of Family Haven's programs and services so they can answer common questions and connect people with the appropriate staff or resource.

This is an entry-level position and a good fit for someone who is organized, dependable, comfortable working with people, and interested in learning how a social services organization operates.

RESPONSIBILITIES

• Provide front desk coverage during scheduled hours, greeting clients and visitors and helping them navigate the office.
• Answer incoming phone calls and respond to routine inquiries from clients, families, community members, vendors, and other callers; route calls to the appropriate person when needed.
• Check clients in and out of appointments and assist with nursery check-in and check-out.
• Develop and maintain a working knowledge of Family Haven's programs and services in order to answer common questions and provide accurate information.
• Help families and clients identify the appropriate Family Haven program or staff member for their needs, and recognize when a question or situation should be referred to someone with more specialized knowledge.
• Work with program staff to connect families with services when additional assistance is needed.
• Assist with client appointment rescheduling and other routine scheduling tasks.
• Receive and sort mail and complete routine administrative tasks such as faxing treatment plans.
• Maintain confidentiality and handle client information appropriately.
• Support other front desk and administrative needs as they arise.

REQUIREMENTS

• High school diploma or equivalent.
• Prior office, front desk, or customer service experience.
• Strong communication and interpersonal skills.
• Reliable and comfortable working independently at the front desk.
• Ability to stay organized while managing interruptions and a variety of routine tasks.
• Ability to exercise good judgment about when to handle a question independently and when to ask for help.
• Comfortable learning and accurately communicating information about Family Haven's programs and services.

PREFERRED QUALIFICATIONS

• Spanish language skills.
• Interest or coursework in social work, psychology, human services, or a related field.
• Experience working in a social services, healthcare, or nonprofit setting.

Due to proximity and access to vulnerable populations, this position requires successful completion of a background check and fingerprinting.