Job Description

Are you in tune with your attention to detail, can you go to the beat of your own organizational drum, or enjoy jamming out with others to help achieve a shared goal? Do you enjoy live music in Austin and  want to support the musicians who make it possible?

The Health Alliance for Austin Musicians (HAAM) is seeking an energetic, highly organized, and personable individual to assist HAAM’s executive leadership with the administrative tasks that keep Austin’s leading music healthcare organization running smoothly.

POSITION SUMMARY:

The Administrative Associate will be a key part of HAAM’s daily rhythm—someone adaptable, dependable, and ready to thrive in a role that balances coordination, communication, and care. Reporting to the Office Manager and working closely with executive leadership, this position helps keep our operations running smoothly by welcoming and assisting visitors, supporting donor and musician relations, scheduling and preparing for meetings, maintaining office supplies, and handling a variety of administrative tasks that help advance HAAM’s mission.

The work of the Administrative Associate will result in maximized productivity of the organization. Effective communication, the ability to engage individually and with large groups, and maintaining confidentiality are essential to the role.

Experience in Microsoft Office 365, and Google Suite is required . Experience in nonprofit administration is strongly preferred. 

DUTIES/RESPONSIBILITIES:

• Welcome guests to our office, and help upkeep its visual neatness.
• Answers and transfers phone calls, screening when necessary.
• Enter donor data into a CRM system.
• Assist with the coordination of programmatic projects as directed.
• Coordinates and schedules meetings and appointments for executive leadership.
• Compose a variety of donor acknowledgment letters and thank you notes. 
• Opens, distributes, and handles, as appropriate, incoming mail and prepares outgoing mail.
• Responds to and resolves administrative inquiries and questions.
• Maintains office supplies. 
• Maintain and organize various file systems. 
• Handle other duties as assigned.

ADDITIONAL RESPONSIBILITIES AND REQUIREMENTS:  

• 40 hours per week, M-F, IN-OFFICE 8:30 AM - 5 PM
• Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly
• Lift and carry up to 25 lbs
• Ability to work protracted or irregular hours in the office and at off-site events
• Ability to drive personal or agency vehicle for agency business and to maintain vehicle liability insurance. 

EXPERIENCE/SKILL REQUIREMENTS

• Minimum of 2+ years of relevant experience, preferably including experience with nonprofit organizations.
• Excellent computer skills, including proficiency in Microsoft Office Suite, Google Suite, and donor databases such as Salesforce or CharityEngine.
• Possess demonstrated written and oral communication abilities.
• Trustworthy with a strong personal alignment with, and a commitment to, HAAM’s mission.
• A resourceful self-starter who embraces new challenges and is internally motivated to succeed.
• Ability to manage multiple projects from inception to completion with high-quality results.
• Creative thinker, with the ability to be flexible and modify work and role as requested.
• Excellent time management & people skills.
• Solid organizational skills, including attention to detail and multitasking skills.
• Comfortable working as part of a team, but also independently.
• Strong critical thinking skills and possess a problem-solving aptitude.
• Able to remain organized, self-directed, and proactive during slower periods and busy seasons alike.
• Can-do spirit and a natural ability to build positive relationships quickly.

PREFERRED QUALIFICATIONS: 

• Minimum of high school diploma or equivalent

WORK ENVIRONMENT:

This position is a 100% in-person position, based in HAAM’s central Austin office, with occasional off-site event support. The atmosphere is professional yet creative, mission-driven, and rooted in care for Austin’s music community.

COMPENSATION

• Non-exempt position, eligible for overtime, hourly rate between $24/hr to $26/hr 
• Health, dental, and vision insurance as well as other ancillary benefits
• 401K with 6.5% employer match
• 12 paid holidays and three weeks of Paid Time Off

CORE COMPETENCIES: 

• Organizational Skills : Given the variety of tasks such as processing donor data, handling incoming/outgoing mail, maintaining office space, and organizing files, strong organizational skills are essential to manage these responsibilities efficiently.
• Communication Abilities : The position involves composing detailed donor acknowledgment letters, interacting with donors, and collaborating with team members. Demonstrated written and oral communication abilities are crucial for effective communication both internally and externally.
• Time Management : Excellent time management skills are necessary to prioritize tasks, meet deadlines, and maintain quality results in our fast paced environment.
• Adaptability and Flexibility : The role requires being a creative thinker who can modify work and adapt to changing demands. Flexibility in tasks and roles, along with the ability to thrive in a dynamic environment, are important qualities.

About HAAM

Health Alliance for Austin Musicians (HAAM) is dedicated to supporting Austin's vibrant music community by providing access to affordable healthcare for working musicians. With over 9,000 musicians and 3,000 HAAM members, we are committed to keeping live music alive and thriving in Austin.

We recognize that women and people of color may hesitate to apply for a position unless they meet every qualification. However, your unique experiences and perspectives are valuable to us. If this role excites you, we strongly encourage you to apply, even if you don't meet every requirement. We are committed to building a diverse and inclusive team and would love to hear how your skills can contribute to our success.

Health Alliance for Austin Musicians is an equal opportunity employer. We encourage all qualified candidates, regardless of race, color, religion, national origin, age, gender, sexual preference, disability, veteran status, genetic information, or gender identity, to apply. 

Please apply through the job posting website; applications and resumes via email or phone will not be considered

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