Administrative Assistant

Title        Administrative Assistant
Classification  Full –Time (0.75 FTE- 1 FTE, 30-40 hours/week) 

$22-24/hour Generous benefit package (3 weeks paid PTO, 401K option and match, health, vision, dental insurance)

Reports to Chief of Operations and Strategy

Position Summary

The Administrative Assistant is responsible for providing overall support to WellShare International administrative management systems such as IT, Finance, HR and other business management functions.  Collaborating closely with a range of senior staff, ensures a supportive work environment for WellShare staff and board directors, as well as serves as the first point of contact for general requests. The Administrative Assistant also support some business office functions including quality audits, generation and distribution of reports, and some management of the revenue cycle in conjunction with the Chief of Operations and Strategy. The Administrative Assistant ensures high quality standards and performance in the areas of general administration and communications and must be able to work collaboratively with all members of WellShare’s diverse staff.


  • Minimum Associate’s degree (Bachelor’s degree preferred)
  • Two to three years of administrative experience (minimum)
  • Excellent skills in MS Office
  • Experience troubleshooting everyday issues with computers, copiers, phones, postage machines and related office equipment
  • Experience with database management (Procentive and/or Salesforce preferred)
  • Experience with revenue cycle management and claims preferred
  • Interest in donor relations and grant writing
  • Excellent and effective interpersonal communication skills, written and oral, in English
  • Self-starter with ability to work independently, meeting high professional standards
  • Punctual and well-organized
  • Ability to juggle multiple priorities and meet various goals and deadlines
  • Ability to exercise good judgment, flexibility, and sensitivity in changing situations and needs
  • Culturally-sensitive
  • Driver’s license and available vehicle, as needed


  • General Administration:
    • Provide front desk reception services
    • Distribute incoming mail and coordinate outgoing mail services, including courier services
    • Manage office systems regarding space, files, computer systems and software, equipment, and supplies
    • Complete annual registrations, renewals and upgrades of communication and administrative system subscriptions.
    • Support board directors administrative needs such as preparation of meeting materials, schedule and coordinate meeting logistics, and drafting and distribute meeting minutes.
    • Assist with other various projects in an administrative capacity (e.g. meeting and event logistics, material preparation, fundraising campaigns and events, etc.)
    • Maintain a clean, properly supplied and organized office environment, leading improvement efforts as needed in collaboration with other staff
    • Collaborate on development and implementation of organization policies, procedures and practices related to information technology, human resources and physical space.
    • Support HR in posting vacancies, retrieval and initial screening of applications
    • Support grant application development and submission

Business Office Support: 

    • Complete reporting requirements for revenue cycle management and distribute to finance team
    • Routine review and audit of claims billing practices and revenue 
    • Support management of claims-based billing practices 


Please send a cover letter and resume to (no phone calls)


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