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Executive Assistant

4 months ago

Orem, United States Telos Full time
Job DescriptionJob DescriptionDescription:

JOB TITLE: Executive Assistant

REPORTS TO: Executive Director

TIME COMMITMENT: 40 Hours per week

BENEFITS: Eligible

SALARY: DOE


Duties and Responsibilities:


Administrative:

  • Greet all visitors as they come in
  • Answer phone calls and emails in a timely, friendly, and professional manner
  • Route the mail to the proper individuals
  • Take messages when needed and make sure appropriate people receive them
  • Help parents and consultants in crisis
  • Prepare any memos for company and post them as needed, and send to employees
  • Maintain filing for all documents in reception area
  • Prepare manuals, folders, binders, and files as needed
  • Order office supplies when needed
  • Send and distribute faxes for owners, therapists, and administration
  • Upload all necessary documents to HQ Document Library
  • Ensure that every visitor signs the visitor log and signs a confidentiality agreement
  • Understand Telos policies and procedures
  • Coordinate with and assist the residential, academic, and clinical departments
  • Work as an administrative assistant to the Admissions Director
  • Help admissions team with tours and admits (keep office and lobby prepped)
  • File admissions documents
  • Field admissions, and informational calls
  • Help with Family Days
  • Mail packages and track and route incoming packages
  • Keep student admissions and discharge information current

Support the Executive Director:

  • Prepare leadership agenda
  • Keep TDC minutes
  • Remind TDC committee of assignments
  • Maintain the Telos Google folders in an orderly fashion
  • Help the ED with any assigned projects
  • Manages and forecasts the clinical excellence training schedule

Support the Residential Director:

  • Tracks 30,60,90 training with the mentors
  • Tracks the mentor monthly hours and career path
  • Downloads music for students
  • Manages the MP3 system
  • Imputing approved phone numbers for students
  • Uploading pictures to Telos Connect
  • Ship boys belongings when they leave the program

Support the Clinical Director

  • Forecasts Special staffings
  • Take notes during special staffing
  • Manages the group therapy schedule
  • Keeps track of treatment team schedules and sends it out
  • Tracking and reporting discharge timing and plans, documentation of such
  • Orders necessary supplies for Telos Ceremonies
Requirements:

Qualifications:

  • Residential experience preferred
  • High School diploma, associate’s degree preferred
  • Highly organized
  • Can use Google forums
  • Efficient with email communication
  • Flexible
  • Problem solver
  • Team player
  • Ability to follow instruction with exactness
  • Ability to manage multiple tasks
  • Pays attention to detail
  • Can consistently meet deadlines
  • High degree of interpersonal skills