Position Overview:

The Administrative Assistant will provide high-level, self-directed administrative support in a wide variety of functions; apply detailed program knowledge in developing and/or maintaining program records systems and/or in collecting information, preparing reports and providing liaison between management, other organizational programs, Board members, and external customers; perform related work.

Responsibilities:

• Provide high-level, self-directed administrative support across various functions.
• Act as a liaison between management, organizational programs, Board members, and external customers.
• Coordinate and schedule meetings for management and staff, handling logistics including food/beverage arrangements.
• Maintain accurate program documentation, ensuring timely and confidential mailing of documents.
• Efficiently manage multiple databases, ensuring accuracy of data and timely data entry.
• Process department-specific paperwork, generate queries, and produce reports in a clear and concise format.
• Organize and maintain confidential files, charts, paperwork, and documentation.
• Complete reports requiring research and interpretation of data from diverse sources.
• Assist in the development and updating of policies, procedures, and operations manuals.
• Coordinate department-specific events and staff training, managing associated paperwork and documentation.
• Provide help desk assistance within the scope of the specific department.
• Prepare correspondence accurately using word processing tools.
• Act as a liaison with other administrative staff to maintain consistency in administrative practices.
• Cover reception area(s) during breaks and absences, providing backup support to other administrative staff.

Minimum Education and Experience:

• Associates degree in a related field or high school diploma/equivalent with a minimum of two years' experience.

Other Skills/Knowledge/Experience:

• Preferred experience in human services and HIPAA-regulated environments.
• Required experience with database systems.
• Proficient in:
  • Intermediate/Advanced Microsoft Word skills, including complex document creation and formatting.
  • Intermediate/Advanced Microsoft Excel skills, with expertise in formulas, charts, and data formatting.
  • Intermediate/Advanced Microsoft Outlook skills, including scheduling, task assignment, and folder management.
  • Intermediate/Advanced Microsoft SharePoint skills, with proficiency in site navigation, file maintenance, and workflow creation.
  • Basic Microsoft Access skills, including database management, record handling, and report generation.

Physical/Mental Demands:

• Involves sitting, handling objects, working with a computer, and communication in verbal and written formats.
• Occasional lifting up to 30 lbs., walking, standing, and reaching.
• Finger dexterity for telephone and keyboard operation.
• Hearing ability for normal conversation.
• Visual acuity for reading documents and computer screens.
• Ability to read and interpret policies, procedures, and various information.

Working Conditions:

• Work is primarily in an office setting with occasional travel to other East House facilities or offsite meetings.