Hospice Buffalo
  • Foundation
  • Cheektowaga, NY, USA
  • Full Time

Summary: The Foundation Administrative Assistant provides diversified secretarial support to the President of the Foundation and to the Foundation and Marketing departments.

Duties and Responsibilities:

  • Serves as primary administrative support to Hospice Foundation President, Development and Marketing staff
  • Handles a wide variety of tasks, the Office Manager: anticipates problems/needs and prioritizes work accordingly;
  • Prepares, types, proofs, and edits Foundation correspondence, Journey's Newsletter (proof), Foundation Board and Investment Committee minutes and reports (prepares and proofs);
  • Processes all Foundation and Marketing Department mail
  • Generates various weekly reports for the Foundation President, Director of Development, and volunteers;
  • Maintains schedules and calendar for Foundation Department.
  • Oversees receipt, acknowledgement, and data entry of all in-kind donations and special donor requests
  • Serves as back up data entry during periods of heavy gift volume
  • Handles the purchase requisition, check request, petty cash, USPS permit accounts and supply order processes for both the Foundation and Marketing Departments
  • Schedules appointments/meetings for the President, the Foundation trustees, and the Investment Committee
  • Maintains the daily Designated Memorials, letter/tribute list and condolence (Rosemary) letters/operations within Raisers Edge Donor Data-Base Software
  • Updates and maintains donor records within Raisers Edge Software
  • Answers the Foundation's main line screening and fielding calls for staff; and supports many miscellaneous events or tasks needed for the department.
  • Attends and assists with Foundation Special Events and Promotions as required
  • Demonstrates the ability to operate a digital recorder and to transcribe to prepare meeting minutes.
  • Schedules Hospice Foundation Board of Trustees meetings, as well as Development, Investment and Marketing committee meetings
  • Maintains Hospice Foundation board rosters and correspondence
  • Assists with CHPC mail and phone coverage as needed.


Education / Certification: Associate's Degree, the equivalent of two years college preferred.

Experience: Minimum of four years secretarial experience.

Skills / Abilities

  • Possesses critical thinking skills, proficiency in organizing resources and establishing priorities and strong interpersonal and communication skills.
  • Must be able to multi-task and re-prioritize tasks frequently, and handle many interruptions from the department, other staff, donors, and volunteers
  • Ability to plan and meet both short and long term goals.
  • Possesses strong word processing, data entry skills in Microsoft Office, and experience with Raisers Edge donor software preferred as well as Electronic Medical Record data base.

Working knowledge of Microsoft Office applications such as Word, Excel, Powerpoint, and Outlook, etc. as well as familiarity with donor data-base software

  • Excellent oral and written communication skills.
  • Excellent analytical and decision making skills.
  • The ability and eagerness to promote a team environment by working in a cooperative and collegial manner with others to accomplish organizational goals and objectives.
  • Must be able to handle diverse work problems on a daily basis with the ability to resolve problems and
  • handle conflict as part of a team
  • Performs other duties as required.
Hospice Buffalo
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