Healthy Beginnings is currently seeking an administrative assistant

administrative assistant POSITION DESCRIPTION

Objective: The Administrative Assistant is responsible for performing administrative duties to ensure the efficient operation of Healthy Beginnings.

Reports to:  Executive Director

Supervises: Clerical volunteers and fundraising volunteers

Status:  Hourly, full-time (80 hours per 2-week pay period)

Compensation: Compensation commensurate with experience

Anticipated Hours:  Employee is expected to work 40 hours per week and be present during the core hours of 9 a.m. to 4 p.m.  Monday through Friday.  When covering Medical Receptionist, employee is expected to work 8 am – 4:30 pm.  An occasional evening and weekends may be required.

Location: Healthy Beginnings’ Administrative Offices, 47 E. Hollister St., Cincinnati, OH  45219 or any Healthy Beginnings Office as needed for coverage

Evaluation:  Supervisor will conduct an annual written evaluation


  1. Exhibit strong commitment and dedication to the pro-life position

  2. Be willing to uphold the Statement of Faith and policies of Healthy Beginnings

  3. Have a high school diploma

  4. Detail oriented with excellent organizational skills

  5. Exhibit skill in interpersonal communication and problem solving

  6. Be able to carry out responsibilities with little or no supervision

  7. Experience in office operations and management

  8. Have the ability to handle confidential issues with discretion

  9. Proficient computer skills, including working knowledge of Microsoft Office Suite, electronic health records, and web-based programs

  10. Read, write, speak and understand English

  11. Experience in credentialing with managed healthcare plans would be beneficial

Physical Demands:

The physical demands described here are representative of those an individual must meet to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

  1. Ability to work in a fast-paced office environment

  2. Strong sensory skills, such as visual acuity, good hearing, and dexterity

  3. Ability to stand and sit for periods of time and to move constantly throughout the workday

  4. Good speaking and listening skills

  5. Ability to perform focused work with close attention to detail

  6. Ability to operate office equipment, including computers, copiers, fax machines, and phones

  7. Ability to interact with others, both in person and through phone, e-mail, and written correspondence

  8. This position is classified as having occupational exposure to blood and other infectious materials

  9. Ability to push, pull, lift, move, and/or carry up to 25 lbs.

Essential Functions:


  1. Maintain updated job manual and calendar

  2. Maintain spreadsheet of passwords used and report changes to supervisor

  3. Maintain organization’s annual calendar of events

  4. Open and distribute incoming mail and process outgoing mail

  5. Create, revise, and implement systems, forms, and procedures for efficient administrative operations

  6. Track and record resolution of computer and phone issues

  7. Coordinate administration of Google Drive

  8. Receive all calls relating to office management

  9. Ensure operation of equipment by completing preventative maintenance requirements; calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques

  10. Maintain files for service and repair contracts and projects

  11. Assist the Executive Director with performing administrative duties

  12. Coordinate facilities management for all locations

  13. Organize administrative office supply closet, maintain adequate inventory, and initiate orders for office supplies

  14. Develop necessary administrative reports


  1. Administration of Managed Care including contracts, credentialing of providers, and maintaining files for each company and provider

  2. Act as liaison between Healthy Beginnings and insurance carriers

  3. Process claims for Kentucky office

  4. Back up Billing Specialist in processing claims when necessary


  1. Assist in maintaining systematic formatting for Donor Perfect database

  2. Remove lapsed donors from Donor Perfect according to criteria

  3. Coordinate bulk mailings

  4. Coordinate of Health Fair participation

  5. Participate in coordination of fundraising & networking events

  6. Keep updated information for organization to send Public Service Announcements (PSAs)

  7. Complete Public Service Announcement (PSA) forms when necessary

  8. Coordination of Baby Blessing Bag Program

  9. Assist with Church Liaison Program including contacting churches about Banquet

  10. Maintain file of printed articles, radio, and television segments

  11. Maintain photo/video releases

  12. Mail brochures to requesting organizations

Human Resources

  1. Coordinate staff functions i.e Christmas party, company picnic etc.

  2. Take minutes at Team Meetings

Intercessory Prayer Program

  1. Develop, implement and oversee the Intercessory Prayer Program

  2. Develop/maintain a Prayer Partner Packet to be mailed to new Prayer Partners

  3. Maintain Prayer Partner Database

  4. Maintain active prayer list and mail monthly to Prayer Partners

Other Duties:

  1. Serve as Back-up Receptionist in medical office

  2. Participate in regular staff prayer time

  3. Participate in the overall cleanliness and organization of Healthy Beginnings

  4. Participate in monthly staff meetings

  5. Other duties as assigned by the Executive Director


Send resume, cover letter, and salary requirements to Sheri Lawson, Executive Director,, 47 E. Hollister St., Cincinnati, OH  45219 Fax: (513) 559-3419