Position Overview: The Administrative Assistant is responsible for receptionist duties, some direct client assistance, and clerical work in a busy, nonprofit setting that serves survivors of sexual violence.  They will assist in daily operations of the office and act as point of contact for clients and the general public.

Duties: 
Under direction and supervision of the Development and Operations Coordinator:

• Reception and triage duties (50%)
• Clerical work (20%)
• Data entry (10%)
• Fundraising support (10%)
• Assist with facilities management for the Building for Women (5%)
• Other general duties as assigned (5%)

Responsibilities:

Reception and Triage Duties

• Open and close the office according to business hours
• Greet clients and help them check-in for appointments and services
• Answer business and helpline phone calls, triage appropriately
• Support direct service staff and help with preparations for client meetings and needs

Clerical Work

• Process background and reference checks on volunteers, interns, and new employees
• Track volunteer stipend payments and staff trainings
• Make copies and compile program materials as needed
• Maintain office filing and manage mail
• Assist in the preparation for staff development trainings
• Take meeting minutes for staff meetings
• Assist with meeting scheduling for the Executive Director
• Assist with preparation for monthly Board of Directors meeting
• Perform routine office communications
• Respond to general office emails/inquiries

Data Entry 

• Perform data entry for PAVSA mailing lists and donor database
• Perform data entry for client records
• Assist with data collection for reporting purposes and grant file management

Fundraising Support

• Assist in the preparation and assembly of mailings 
• Assist with fundraising event organization and solicitation of donations
• Assist with sending thank you letters to sponsors and donors
• Attend event committee meetings

Facilities Management

• Help maintain reservations for Building for Women conference rooms
• Set the schedule for the locks on the doors to the Building
• Assist in keeping public spaces in the PAVSA office and Building for Women in order
• Assist with phone calls for general building needs and repairs

Other General Duties As Assigned

• Assist in general program support
• Serve as a point of contact for on-call advocates and local hospitals during evening and weekend hours, on a rotating basi
• Participate in short and long term staff planning sessions including weekly staff and supervision meetings
• Serve as a representative of PAVSA at community and professional meetings as needed
• Perform other duties as assigned

Minimum Qualifications

Education and Experience:

• Clerical experience preferred
• Customer service experience
• Experience working with a diverse population
• High school diploma; College degree or equivalent life experience

Special Requirements

• Must be able to sit in a stationary position or stand for prolonged periods of time (75%)
• Position is based out of an office in downtown Duluth 
• Must have access to reliable transportation
• Constantly operates a computer and other office productivity machinery, such as a copy machine, and computer printer.
• Must be able to complete a 40-hour virtual training on sexual assault that runs October-November 2021 and is in the evening

Knowledge, Skills and Abilities:  

• Ability to communicate effectively 
• Ability to follow oral and written instruction
• Computer competency including Google suite, Microsoft Office & zoom 
• Understanding of the importance of confidentiality 
• Ability to work independently and as part of a team
• Good listening and problem solving skills
• Attention to detail
• Ability to prioritize time

Additional Information:

Salary: $16.50/hour; 40 hours/week; full benefits

How To Apply:

Interested candidates should send a resume and cover letter to Sara Niemi at pavsa@pavsa.org by Monday, September 13, 2021. Offers of employment are contingent upon a complete and favorable background study. 

Sexual violence impacts many people – disclosing personal experiences is not expected and does not impact your application status or process. PAVSA  is an equal opportunity/affirmative action employer. We encourage applications from BIPOC, people of all genders, veterans, and people with disabilities. We acknowledge that we are on the traditional territory of the Anishinabeg. 

Employment Opportunity: Sexual Assault Nurse Examiner (SANE) Position

Participating Hospitals:
Essentia Hospital – Duluth, MN;
St. Luke’s Hospital – Duluth, MN;
Essentia Hospital – Superior, WI;
Lake View Memorial Hospital – Two Harbors, MN;

Desired Qualifications:
1 year experience as an RN and/or prior SANE, Emergency or OB/GYN experience.

Certification:
Registered Nurse (current Minnesota license) and liability insurance

Required Training:
40 Hour Adult/Adolescent IAFN approved Sexual Assault Forensic Examination Training at time of hire.

Skills:

• Pelvic Exams (one w/ model; as many as needed to be competent w/ OB/GYN)
• Capacity to draw blood
• Ability to administer medications
• Skills training provided

Additional Skills / Abilities:

• Self-driven
• Strong clinical skills
• Strong interdisciplinary collaboration skills
• Written and verbal communication skills
• Sensitivity in dealing with victims of sexual assault

Supervision:

• Supervision team of SANE Coordinator, PAVSA Executive Director and SANE Medical Director and Lead SANE for performance evaluations.
• Medical Director and Lead SANE for clinical consultation
• Daily supervision and administration of program by the SANE Coordinator

Compensation:

• $400/exam
• $75 Stipend for mandatory monthly 2.5 hour team meetings
• $30/hour for mandatory skills training and hospital orientation
• $5.00/hour on-call pay weekday; $10.00/hour on-call pay weekend

*Liability insurance reimbursed with an average of 72 hours of monthly on-call availability a year; reimbursed 6 months after employment start

Hours:

• 72 hours of availability per month on-call; SANE Coordinator will arrange schedules
• Requirement of one holiday shift per year; one weekend shift per month. All extended unavailability (more than 5 days in a row) must be submitted to SANE Coordinator in advance.

On-Call Expectations:

• Immediate response to PAVSA office or answering service when a call comes in.
• 45/60 minute response time to hospital
• Carry a cell phone when on-call

The PAVSA SANE Program is currently accepting resumes and/or CVs for Adolescent/Adult SANE Nurses. Please send along with a cover letter to Em at emwesterlund@pavsa.org.

*Trained Adolescent/Adult SANE RNs preferred. For SANE training opportunities, please go to https://www.pavsa.org/our-programs/

Volunteer Opportunities at PAVSA

PAVSA’s volunteers are critical to supporting victim-survivors in our community. Our dedicated volunteers assist with facilitating our helpline and provide advocacy in the hospital setting, both services are available 24-hours a day, 7 days a week. Volunteers help to cover our overnight and weekend hours. We ask that volunteers commit to a minimum of one shift a month for a year. 

Volunteering with PAVSA is a great way to support survivors in our community, cultivate your crisis intervention and de-escalation skills, and build knowledge of community resources. All volunteers must complete a state-mandated 40-hour Sexual Assault Advocacy Training. PAVSA provides the training at no cost to you and the training will equip you with the skills to be a great advocate!

Volunteers are required to have a phone to take calls and transportation to get to and from the hospital. 

If you have questions about volunteering or want to know the next training dates, please contact Erin at enaughton@pavsa.org. Volunteer Application can be found here and returned to Erin at enaughton@pavsa.org

Internship Opportunities at PAVSA

PAVSA offers excellent internship opportunities for undergraduate and graduate students. Interns can be involved in many of our programs based on their interests and availability. These opportunities include, but are not limited to: crisis line and hospital advocacy, support groups, outreach groups, community education, legal advocacy, youth advocacy, and organizing events and awareness campaigns. All interns are required to complete our state-mandated 40-hour Sexual Assault Advocacy Training.

Preferred Qualifications:

• Strong commitment to victim/survivors and the cause of PAVSA
• Proactive attitude in finding work when unassigned and volunteering for duties when opportunities are provided
• Experience and/or skill working in an administrative position
• Experience and/or skill working with crisis situations
• Flexibility in scheduling and attitude.

Before applying please consider:

• Much of our work is crisis and/or needs based and available 24/7. Needs regarding coverage may be last minute, will require quick action, and will be on evenings/weekends.
• Because of the nature of our work, some interns may find themselves triggered by the things we encounter. It is important for interns to consider their tolerance of such topics before accepting a position.
• Sexual trauma history is not considered in acceptance of interns.
• If you have any concerns about your ability to fulfill any of the above duties it is recommended that you discuss the matter with your school internship supervisors prior to agreeing to the internship.

To Apply:

Please submit a cover letter and resume to Vanessa at vlebens@pavsa.org. In the cover letter, please answer the following questions:

• What are the requirements for your internship? (ex: hours, timeline)
• What would you bring to an internship at PAVSA?
• What would you hope to learn at PAVSA?

Keep in mind that we have limited spots available, so get your resume and cover letter to us prior to the deadline!