Administrative Assistant
3 weeks ago
Position Title: Administrative Assistant
Department: Administration
Status: Full-time
Reports to: Executive Director
Summary of Position:
This Individual will report directly to the Executive Director and administrative support to the Board of Directors. Provide administrative and business operations support which includes but is not limited to scheduling, typing, answering phones, copying and other business processes such as: policies and procedures (including handling sensitive and confidential information). From time to time, she/he may be requested to assist managers on a specific project.
Responsibilities:
- Assist the Executive Director in the timely management of all written, telephone, e-mail, and voicemail communication with a variety of constituents.
- Compose letters and statements that are representative of CMOAR’s, plans, and policies, tracking responses and following up when necessary.
- Be responsible for heavy calendar management, requiring interaction with both internal and external constituents, including staff, volunteers, other social service providers, donors, government officials, and members of the Board of Directors.
- Monitor Executive Director’s electronic and "snail" mail and prioritize for his review and follow-up on them when directed.
- Assist Executive Director with development of materials for presentations.
- Organize and attend all meetings of the Board of Directors and the Executive Staff, take notes, and assist with presentation of materials.
- Oversees development of Board packets for a variety of Board meetings.
- Establish and maintain productive appropriately professional relationships with internal and external constituents with whom the Executive Director has contact.
- Coordinate and arrange meetings (internal as well as external), prepare agendas, make seminar, travel and lodging reservations, and record and transcribe minutes of meetings.
- Maintain file of all grants and grant applications, programmatic contracts, etc.
- Make telephone contact with outside parties as requested by supervisor.
- Performs customer service functions by answering employee requests and questions..
- Other related projects assigned duties by Executive Director
Observes CMOAR’s work place policies and procedures:
- Observes CMOAR’s policy/procedures regarding conduct in the work place:
- Observe regulations on time card use and reporting
- Maintain attendance as per policy.
- Maintain a clean and safe work area.
- Observe fire and safety policy and procedures.
- Observe general safety/employee health policies and procedures.
- Maintain a current annual health screening.
- Observe CMOAR’s appearance/dress standards
- Maintain the privacy and confidentiality of both client and employee with regard to medical records.
- Display clearly visible identification.
- Treat all patients with respect and dignity and adhere’ to the Patient’s Bill of Rights.
- Treat all employees with respect and dignity in accordance with policy of non-discrimination.
- Treat all employees/clients in a courteous and professional manner.
- Conduct only work related conversations when clients are waiting for service.
Qualifications/Requirements:
- A bachelor's degree in Business, Human Resources and/or a related field. Minimum of two years experience supportive HR or an executive level position; verifiable work experience may be substituted for college level education.
- Proficiency in Microsoft Office, Word & Excel a must
- Bilingual (English/Spanish) required; excellent writing skills
- Excellent organization skills for self and others
- Must have the ability to organize and manage multiple priorities and projects. Exceptional organizational skills.
- Great interpersonal skills; pleasant and professional telephone manners and voice
- Ability to handle and maintain confidential issues
- Must be detail-oriented and possess excellent problem-solving skills.
- Must be able to work independently with minimal supervision.
- Must have access to reliable personal transportation, current valid driver's license, good driving record, and evidence of insurability.
- Experience working with board members, committees, staff, and volunteers; ability to interact comfortably with diverse populations.
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