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Administrative Assistant

3 months ago

Fort Wayne, United States McMillen Health Full time
Job DescriptionJob DescriptionPosition Overview: The Administrative Assistant is a key member of McMillen Healths programming team, providing essential support to ensure smooth day-to-day operations. This role involves a variety of administrative tasks and requires strong organizational, communication, and multitasking skills.

Key Responsibilities:
  1. Office Management:
    • Manage incoming calls, emails, and correspondence, redirecting inquiries as necessary.
    • Ensure the office environment is clean, organized, and conducive to productivity.
  2. Database and Records Management:
    • Maintain accurate and up-to-date records in the reservation system
    • Ensure data integrity and confidentiality in accordance with organizational policies.
  3. Calendar and Meeting Management:
    • Coordinate schedules and arrange meetings, appointments, and events for Director of Educational Services and as needed for Education Department and community
    • Prepare meeting agendas, take minutes, and distribute relevant materials as needed.
    • Assist with scheduling and logistics for committee and education department meetings.
  4. Administrative Support:
    • Provide general administrative support to Director of Educational Services, including word processing, filing, and photocopying.
    • Assist with basic financial tasks such as processing invoices and preparing purchase authorizations.
    • Assist with mailings, including drafting emails or printing correspondence.
  5. Event Coordination:
    • Support the planning, coordination, and execution of community projects.
    • Assist with scheduling as needed, catering arrangements, guest communication, and logistical coordination
    • Help recruit and coordinate staff for projects as needed.
  6. Communication and Correspondence:
    • Serve as a point of contact for internal and external stakeholders, providing courteous and professional assistance.
    • Draft and proofread correspondence, reports, and presentations as assigned.
    • Maintain and update contact lists, ensuring accuracy and completeness.
  7. Documentation:
    • Maintain and organize physical and digital files, ensuring easy access to important documents and information.
    • Help prepare documentation for grant applications and reporting requirements.