Accidental Death and Dismemberment (AD&D), Administrative Skills, Alliance/Partner Management, Automation, Brochures, Calendar Management, Communication Skills, Community Development, Customer Support/Service, Detail Oriented, Driver's License, Establish Priorities, HIPAA (Health Insurance Portability and Accountability Act), High School Diploma, Hospital, Information Technology & Information Systems, Mail Processing, Meeting Minutes, Microsoft Office, Microsoft Product Family, Multilingual, Multitasking, Office Equipment, Office Management, Order Supplies, Organizational Skills, Problem Solving Skills, Process Improvement, Regulations, Reporting Skills, Spanish Language, Time Management, Vaccination, Willing to Travel
A Guided Journey (AGJ) – Administrative Assistant
Program: Care Ring A Guided Journey Program
Reports to: AGJ Program Manager
Job Specification: A Guided Journey (1.0 FTE). This is an hourly non-exempt position.
Schedule: Monday-Friday, 8am-5pm with occasional evening and weekends
Salary: $18.58 / hour
Summary: Care Ring - a fast-growing and highly respected community organization who seeks a passionate individual for the role of Administrative Assistant for A Guided Journey. The Administrative Assistant provides primary administrative support and day-to-day office management for A Guided Journey. The successful Administrative Assistant will have excellent communication skills, strong attention to detail, and be able to work independently without direct supervision at times.
Basic Job Functions
- Prepare a wide variety of correspondence, and reports using office automation equipment, ensuring correct grammar, spelling, capitalization, punctuation, and format
- Prioritize and respond to e-mails in a timely fashion
- Read and process incoming correspondence and material, identifying which items need to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations, or handled personally
- Maintain appropriate educational materials for the community
- Assist the AGJ Manager in developing and maintaining community referral sources for the AGJ Program
- Ability to exercise independent judgment and reason objectively
- Travel to offsite locations and collect program referrals
- Conduct community outreach with relevant stakeholders to build and maintain relationships with referral partners. Community outreach activities may include distributing program brochures and retrieving client referrals as delegated by the supervisor.
- Register clients for A Guided Journey program
- Log, update and maintain referrals in a timely and accurate manner into the web-based information system
- Schedule meetings, training, and supervisions
- Reserve Conference/Meeting Rooms
- Coordinate and update calendars
- Create agenda for meetings
- Take and distributes minutes/notes at meetings and prepare written summaries for attendees
- Order and maintain office supplies
- Assist with the preparation of reports
- Perform other work as required or assigned
- Maintain confidentiality and adhere to HIPAA regulations
- Comply with all Care Ring's policies and procedures
- Collaborate with other departmental staff as needed
- Other tasks as assigned
Skills and Knowledge Requirement
- Work effectively with culturally diverse clients and colleagues
- Initiative-taker, able to multitask independently, and exercise sound judgment and decision making
- Possess excellent organizational skills and complete tasks with little supervision
- Strong problem-solving capability with an orientation towards continuous process improvement.
- Excellent customer service and support-oriented approaches
- Self-directed and detail-oriented
- Ability to work individually and as a member of a team
- Occasional weekend and evening work required
- Proficiency with Microsoft Office products
- Covid 19 vaccination required
- Comfortable with local travel to community partners and events
- Valid driver's license and insured automobile.
- Bilingual- Spanish preferred
Education
- High School Diploma/GED or associate degree
Work Experience: Minimum Three (3) years Administrative Assistant or Office/Clerical experience
For immediate consideration, please formally apply online, provide a resume, and cover letter.
Benefits: Major Medical, Dental, Vision, Employer Paid Benefits to include Basic Life and AD&D, Short-term & Long-term Disability, Accident and Critical Illness Plans, Hospital Indemnity, Paid Holidays, and up to 20 vacation days your first year