Guest and Administrative Specialist

Ronald McDonald House Charities of Oregon and Southwest Washington provides a “home away from home” for families and their seriously ill children who travel far to receive treatment at Portland hospitals, and awards grants to non-profit organizations that offer children’s immunizations and dental care.

We are currently accepting applications for a Guest and Administrative Specialist. The G&AS is the face of the organization through his/her greeting and interactions with visitors, volunteers and houseguests. The G&AS plays a key role in the houseguest registration process, and also performs various administrative tasks.

To apply for the position, please send a resume and cover letter to [email protected]. See full job description for details regarding the position. For more information about the organization, see our website http://www.rmhcoregon.org/

Job Description

Job Title: Guest and Administrative Specialist

Department: House Operations

Reports To: House Manager & Associate Director

Classification: Regular, full-time, non-exempt

Primary Purpose: The Guest and Administrative Specialist is the face of the organization through his/her greeting and interactions with visitors, volunteers and houseguests. The Specialist plays a key role in the houseguest registration process, and also performs various administrative tasks.

Primary Duties and Responsibilities: Greet, welcome and build rapport with all visitors and houseguests; Assist in delivery of family services, including but not limited to: Interact with hospital social workers regarding houseguest referrals and room requests; Interact with past houseguests regarding room requests; Check-in new and returning houseguests; Check-out houseguests; Maintain supportive and open communications with houseguests; Respond effectively and efficiently to requests for information; Build rapport with hospital social workers and in-house volunteers/staff; Answer and direct calls using multi-line telephone; Distribute daily mail and in-kind sheets; Complete daily task sheet for each shift; Maintain House database: Enter all houseguest, volunteer and pull tab information; Run and prepare monthly reports related to house occupancy and volunteers. Respond efficiently and effectively when faced with a House emergency.

Other Duties and Responsibilities: Order and stock office supplies and assist House Manager in ordering and stocking facility supplies; Assist House Manager with billing for guest stays; Assist various staff with administrative tasks; Assist with various accounting tasks, including cash receipts and general journal entry; Research potential vendors; Other duties as assigned

Skills Required: •Excellent verbal and interpersonal communication skills •Computer proficiency, including email, Word, Excel, Publisher and database •Ability to use basic office equipment, including multi-line telephone •Ability to work well under pressure with many interruptions •Strong ability to multi-task •Ability to effectively meet multiple and sometimes conflicting deadlines •Basic accounting knowledge is a plus – QuickBooks experience •Strong attention to detail •Bi-lingual (Spanish or Russian) is a plus •Ability to balance compassion for guests with consistency in regards to guidelines •Punctuality and

Supervisory Responsibilities: None

Experience Required: •1-2 years experience in receptionist and/or customer service position •Non-profit work experience is preferred

Educational Requirements: High School diploma required; some college level coursework preferred

Interpersonal Skills: •Ability to operate as a member of a highly integrated team •Flexibility with regards to work assignments and respond well to changing priorities •Approachable, welcoming demeanor •Ability to collaborate and communicate with a wide variety of people, including staff, houseguests and volunteers (including board members)

Work Environment: Work is conducted in an office environment. Work space is often shared with others, particularly volunteers, and is open to lobby. Must be able to sit for long periods of time and to lift 30 pounds.