Administrative Assistant - Pittsburgh

Overview

At Barber National Institute, we're committed to making dreams come true. We provide children and adults with autism, intellectual disabilities, and behavioral health challenges, along with their families, the education, support, and resources needed to be self-reliant, independent, and valued members of their communities. We're seeking an organized, detail-oriented Administrative Professional to support our IDS Adult Day Services team and help ensure the efficient day-to-day operations that make our mission possible.

What You'll Bring

• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent attention to detail and accuracy in data entry, record keeping, and administrative processes
• Strong written and verbal communication skills
• A customer service mindset when interacting with staff, individuals served, families, and visitors
• The ability to work independently while collaborating effectively with leadership and team members
• Sound judgment and discretion when handling confidential information
• Proficiency in Microsoft 365 and other technology systems

What You'll Have

• High school diploma or equivalent required
• Must be at least 18 years of age
• Previous administrative, office support, purchasing, or accounting experience preferred
• Experience with data entry, records management, scheduling, or office coordination preferred
• Ability to learn and navigate multiple software systems, including CareLogic, Workday, Dayforce, SurveyMonkey, and Track It

A Typical Day May Include

• Entering and maintaining accurate data in CareLogic and generating reports as needed
• Uploading satisfaction surveys and managing survey response tracking
• Organizing and maintaining electronic and physical records
• Ordering office and program supplies and coordinating agency stationery requests
• Reconciling credit card transactions and processing purchasing approvals in Workday
• Monitoring shared email inboxes and routing communications appropriately
• Coordinating facility maintenance requests through Track It
• Managing mail distribution for department leadership
• Supporting staff registration for trainings, conferences, and travel accommodations
• Serving as a Referral Coordinator by receiving and processing referrals
• Assisting with employee onboarding processes, including Dayforce registration
• Greeting visitors, managing building access, and answering incoming phone calls as needed
• Coordinating meetings, employee recognition events, celebrations, and special department activities
• Assisting leadership with administrative projects and operational support initiatives