WHO ARE WE?
Dandelion Neurorelational Family Services, a behavioral health and mental wellness agency, is a sanctuary nestled within a serene 15-acre therapeutic farm in Fort Ripley, Minnesota. Our dedicated team provides nervous systems based, relationship-focused support, employing a holistic approach to guide individuals, children, and families through the challenges of trauma and toxic stress. In addition to our individual and group services, we offer an intensive family program that places a special emphasis on parents, providing them with education, support, and a sense of community. We believe in leading by example, cultivating an organizational culture rooted in healthy, authentic connections. At Dandelion, we're not just about working for an organization; we're about working with it, fostering a paradigm shift towards workplace relationships built on mutual respect and genuine collaboration.
OUR MISSION:
We're on a mission to foster personal growth and empowerment, providing a space where individuals can uncover new insights, cultivate meaningful connections, and carry the essence of connection and wisdom into their daily lives. At the heart of our mission lies a dedication to fostering nervous system wellness, recognizing its profound impact on fostering connected and meaningful relationships. We prioritize nervous system education and wellness, equipping everyone we serve with the knowledge and tools needed to understand and nurture their own nervous system health. Safety, authenticity, collaboration, and trust are the cornerstones of our approach to building intentional relationships. We envision a world where everyone experiences a deep sense of belonging, security, and self-awareness, enabling them to navigate life's challenges with clarity and resilience.
WHAT THIS ROLE WILL DO
As the Office Assistant, you will be responsible for managing the daily operations of the office, ensuring that everything runs smoothly and efficiently. Your duties will include handling administrative tasks such as scheduling, coordinating meetings, managing office supplies, and maintaining records. You will also be the primary point of contact for office-related inquiries, providing support to staff and ensuring that their needs are met. Additionally, you will assist with onboarding new employees, supporting and organizing company events, and maintaining a positive and organized work environment. Your role is essential in keeping the office functioning at its best, contributing to the overall success of the team.
GENERAL RESPONSIBILITIES
- Responsible for building trusted and connected relationships with fellow team members, resident animals and clients.
- Practices accountability and participation with the Dandelion community agreements.
- Participate in staff meetings, training sessions, and continuing education opportunities to enhance skills and knowledge.
- Maintain a safe and clean environment within the facility, on the farm and in commercial vehicles.
- Willingness to contribute to and participate in all farm based and facility needs.
- Maintains ability to be relationally focused while moving towards task completion.
- Maintains compliance with state and federal laws governing the work of Dandelion, including but not limited to HIPAA compliance and state waiver programs. Regularly attends related compliance training sessions as required.
- Actively seek opportunities for learning and development.
- Practices humility and self-awareness, recognizing feedback as an opportunity to learn and grow.
- Responsible to participate in and contribute to a trusted and connected administrative team that cares for Dandelion.
- Daily considers client calendar, weather, seasonal responsibilities, and daily tasks when planning and prioritizing tasks for self and team.
- Submits expense reports in a timely fashion.
- Ability to multitask effectively in a fast-paced environment, while maintaining accuracy and attention to detail.
- Ability to handle difficult conversations and situations with empathy and professionalism, particularly when working with clients in crisis.
- A kind, empathetic, and patient-centered approach to working with individuals in crisis or with special needs.
- Ability to adapt to changing schedules, priorities, and client needs, demonstrating flexibility and resilience.
- Must be able to pass a background study with the MN department of Human Services.
- Maintain a valid driver’s license with a clean and safe driving record to operate farm vehicles and equipment is required.
- Position requires constant walking, climbing, stairs, and the ability to safely bend, lift, sit, and twist while lifting and carrying 50+ pounds. This includes maintaining proper body mechanics to prevent injury and ensure personal safety, as well as the safety of others, while performing job-related tasks.
- Completes all other duties assigned.
ROLE SPECIFIC RESPONSIBILITIES
- Serve as the first point of contact for visitors, clients, and vendors, providing a positive and professional experience.
- Assist with and handle logistics for events, including catering, venue setup, and materials preparation.
- Offer support in executing office events such as staff meetings, workshops and social events.
- Provide support in general office administration as required. May include maintaining office supplies, getting office mail, fielding incoming calls, etc.
- Assist in managing financial records by managing receipts and expense accounts, ensuring transactions are properly recorded and filed.
- Prepare regular expense reports.
- Offer general support to the Administrative, Direct Services and Human Resources teams to optimize workflows.
- Support the Transportation department by providing transportation services to clients on an as-needed basis.
- Maintain the workplace with appliance maintenance and cleaning, keeping spaces tidy and welcoming for all clients and staff.
- Maintain and update company documents as directed.
- Assist HR department with onboarding new employees.
- Securing electronic equipment and setting it up, setting up office spaces etc. so that new hires are welcomed appropriately to Dandelion.
- Coordinates regular inventory and reordering of any supplies.
- Supports project managers for all administrative projects.
- Supports cross-department projects such as; Farm/Property project that may take place in client spaces to ensure that the client experience is not interrupted.
- Takes regular inventory of client tools, including inventorying games to ensure all pieces are there.
- Ensure session spaces are stocked with session related items. Anticipates stocking items that clients prefer, i.e. snacks, favorite blankets, toys, etc.
- Runs errands when appropriate to ensure events and supplies are stocked appropriately.
- Organize and maintain filing systems, both physical and digital, ensuring confidentiality and easy retrieval of documents.
- Prepare and edit correspondence, reports, presentation, and other documents as required.
- Assist with the preparation and distribution of internal communications.
- Track project timelines and ensure that tasks are completed on schedule.
- Manage and pay invoices as directed.
- Assist with basic IT troubleshooting, such as resolving printer issues, setting up workstations, and managing office software.
- Work with IT support as needed to navigate technical issues.
- This position is in-person work with hours that range from standard business hours to evening and/or weekend hours.
PREFERRED QUALIFICATIONS
EDUCATION
- Required: High School Diploma or Equivalent.
EXPERIENCE
- 1+ years of experience in an administrative or office support role.
- Experience in managing office operations such as scheduling, supplies management, and record-keeping.
- Customer service experience is beneficial, as this role often involves interacting with staff, clients, and vendors.
OTHER QUALIFICATIONS
- Position requires constant walking, climbing, stairs, lifting and carrying 50+ pounds.
- Must have the ability to sit in a vehicle for up to 2 hours at a time while providing transportation.
- Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace, Asana).
- Strong organizational skills with the ability to multitask and prioritize tasks effectively.
- Excellent verbal and written communication skills.
- Attention to detail and a proactive approach to identifying and solving problems.
- Interpersonal skills with the ability to work well with diverse teams and provide support where needed.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Professional demeanor with a positive and helpful attitude.
- Flexibility to adapt to changing priorities and needs in a fast-paced office environment.
- Basic knowledge of office equipment (e.g., printers, copiers, fax machines) and troubleshooting skills are a plus.
SAFETY SENSITIVE POSITION
This position is deemed as a “Safety Sensitive Position.” Company employees occupying a position considered “Safety Sensitive” under Minnesota law, in which, in the opinion of management, impairment caused by drug, cannabis, or alcohol usage would threaten the health of safety of any other person may be subject to testing on a random selection basis, at the discretion of management or based on the requirements of a client.
EQUAL EMPLOYMENT OPPORTUNITY
We are passionate and committed to our people and go beyond the rhetoric of diversity and inclusion. You will be working in an inclusive environment and be encouraged to bring your whole self to work. We will do all that we can to help you successfully balance your work and homelife. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with. It’s talent that matters to us and we encourage applications from people irrespective of their gender, race, sexual orientation, religion, age, disability status or caring responsibilities.
Dandelion strongly supports equal employment opportunity for all applicants regardless of age (40 and over), ancestry, color, religious creed (including religious dress and grooming practices), family and medical care leave or the denial of family and medical care leave, mental or physical disability (including HIV and AIDS), marital status, domestic partner status, medical condition (including cancer and genetic characteristics), genetic information, military and veteran status, political affiliation, national origin (including language use restrictions), citizenship, race, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, sexual orientation, or any other basis protected by applicable federal, state or local law, rule, ordinance or regulation.
We also afford equal employment opportunities to qualified individuals with a disability. For this reason, Dandelion will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant consistent with its legal obligations to do so, including reasonable accommodations related to pregnancy in accordance with applicable local, state and / or federal law. As part of its commitment to make reasonable accommodations, Dandelion also wishes to participate in a timely, good faith, interactive process with a disabled applicant to determine effective reasonable accommodations, if any, which can be made in response to a request for accommodations. Applicants are invited to identify reasonable accommodations that can be made to assist them to perform the essential functions of the position they seek. Any applicant who requires an accommodation in order to perform the essential functions of the job should contact Dandelion to request the opportunity to participate in a timely interactive process. Dandelion will also provide reasonable religious accommodations on a case-by-case basis.
