Foundation Administrative Assistant

Valley-Hope-Addiction-Treatment-and-Recovery-1; Norton (KS); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Medical coverage up to 85% premiums

Dental & Vision plans

Up to 22 days PTO

8 paid holidays

Paid parental leave

401(k) with employer match

Tuition assistance

Student loan repayment

PSLF eligible employer

HSA/FSA options

Employee Assistance Program

Job summary

Valley Hope Foundation in Norton, KS seeks a Foundation Administrative Assistant to support donor records, reporting, and daily operations in a fast-paced office.

The role manages donor database updates, prepares financial and operational reports, coordinates mailings, and assists with HIPAA compliance and regulatory filings while upholding Valley Hope's mission and values. This is a full-time, on-site position with competitive benefits.

Qualifications

• One year of work experience with an emphasis on office administration.
• Valid and unrestricted driver's license.
• Preferred: Associate degree with emphasis in business administration.
• Two years of work experience with an emphasis on office administration.

Responsibilities

• Maintain the Foundation donor database by ensuring accurate donor records, processing updates, and completing routine database maintenance to support data integrity and compliance.
• Provide administrative support for Foundation operations, including data entry, document preparation, filing, mail distribution, and other general office functions.
• Support donor stewardship by assisting with acknowledgments, maintaining communication and mailing lists, and coordinating mass mailings.
• Prepare and maintain financial and operational reports, including donation, pledge, expense, and credit card reports, while supporting accounting, audit, and year-end processes.
• Track Foundation inventory of office and staff supplies.
• Record patient essential and facility improvement distributions.
• Assist with regulatory and organizational compliance by supporting HIPAA requirements, charitable solicitation registrations, and established Foundation policies and procedures.
• Coordinate recurring administrative activities, including monthly, fiscal year-end, and calendar year-end responsibilities, as outlined in departmental procedures.
• Maintain Foundation records, reports, and documentation to support fundraising, donor relations, and operations.
• Perform other administrative duties and special projects assigned.

Skills

Office administration

Driver's license

Education

Associate degree in business administration

Job description

VHA Corporate Office
Norton, KS 67654, USA

Description

Foundation Administrative Assistant : Full - Time ; 8AM - 5PM

Valley Hope has an exciting opportunity for a Foundation Administrative Assistant to join our Valley Hope Foundation team! This position will be based out of our office located in Norton, KS.

Valley Hope restores lives affected by addiction and supports lifelong recovery. At Valley Hope, our mission comes to life through our core values of Character, Compassion, and Commitment. Are you ready to join an organization where you can make an extraordinary impact, conquering addiction one patient and family at a time? If so, Valley Hope welcomes you!

With a near 60-year legacy of helping patients and families, Valley Hope is nationally known as a trusted provider of addiction treatment and recovery support.

Our work is mission-driven, supported by a strong culture of teamwork and a compassionate environment that is the foundation of the Valley Hope organization.

EDUCATION & EXPERIENCE:

Required:

• One (1) year of work experience with an emphasis on office administration
• Valid and unrestricted driver's license

Preferred:

• Associate degree with emphasis in business administration.
• Two (2) years of work experience with an emphasis on office administration

BENEFITS:

• Medical coverage — Valley Hope pays up to 85% of premiums
• Dental & vision plans at competitive rates
• Up to 22 days of PTO (based on position and tenure)
• 8 paid holidays (including a personal day)
• Paid parental leave
• 401(k) with employer match
• Tuition assistance to grow your career
• Student loan repayment support
• Public Student Loan Forgiveness (PSLF) eligible employer
• HSA & FSA options to manage healthcare costs
• Employee Assistance Program (EAP) for added support
• And more perks designed with you in mind!

JOB SUMMARY:

• Maintain the Foundation donor database by ensuring accurate donor records, processing updates, and completing routine database maintenance to support data integrity and compliance.
• Provide administrative support for Foundation operations, including data entry, document preparation, filing, mail distribution, and other general office functions.
• Support donor stewardship by assisting with acknowledgments, maintaining communication and mailing lists, and coordinating mass mailings.
• Prepare and maintain financial and operational reports, including donation, pledge, expense, and credit card reports, while supporting accounting, audit, and year-end processes.
• Track Foundation inventory of office and staff supplies.
• Record patient essential and facility improvement distributions.
• Assist with regulatory and organizational compliance by supporting HIPAA requirements, charitable solicitation registrations, and established Foundation policies and procedures.
• Coordinate recurring administrative activities, including monthly, fiscal year-end, and calendar year-end responsibilities, as outlined in departmental procedures.
• Maintain Foundation records, reports, and documentation to support fundraising, donor relations, and operations.
• Perform other administrative duties and special projects assigned.
• Adheres to Valley Hope's philosophies, policies, and procedures as well as any other regulating bodies.
• Participates in all assigned staff meetings, staff development, and training as required.
• Interacts and communicates with others (patients, co-workers, management, clients, and vendors) in a professional and tactful manner including treating them with respect and consideration regardless of their status or position.

WORK ENVIRONMENT:

• Office setting with traditional hours; able to work overtime to the extent necessary.
• Sitting for extended periods of time.
• Able to work at a rapid pace for long periods of time (typically no longer than 8 hours).
• Able to push, pull, pull up, bend at the knees and waist, twist body at the waist, raise and hold arms overhead, turn head-neck-shoulders as needed, grasp other items with hands, for either extended periods of time or many times throughout the workday.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.