Administrative Assistant

2 months ago

Blue Ash, United States Council on Aging of Southwestern Ohio Full time
Administrative Assistant

Hybrid 2-3 days a week

We want you We're seeking a detail-oriented Administrative Assistant to join our Provider Services Department In this role, you'll be an essential team member supporting our Provider Services Manager, Supervisor, and department teams, ensuring smooth operations in compliance, business relations, education, and contracting processes.

Our mission: Enhance lives by assisting people to remain independent through a range of quality services.

Key Responsibilities
Data Management & Systems
  • Manage and maintain electronic systems for tracking provider information
  • Create and maintain detailed Excel trackers and reporting systems
  • Generate and analyze Care Director reports
  • Coordinate data collection for audits and prepare executive summary reports
Provider Relations & Communication
  • Manage provider services communications, including email inbox and prospective provider inquiries
  • Maintain internal and external department communications
  • Support provider compliance reviews and documentation
  • Assist with RFP processes and contract management
Administrative Support
  • Coordinate and prepare materials for leadership meetings and presentations
  • Organize and facilitate committee meetings, including agenda preparation and minutes
  • Support compliance team with structural reviews and documentation
  • Manage policy and procedure tracking through Relias system
Program Support
  • Oversee comfort meal program coordination
  • Support PASSPORT/AL, ESP, and Title III programs
  • Assist with provider surveys and complaint tracking
  • Maintain confidential client, staff, and agency information
Qualifications
Essential Skills & Experience
  • 4+ years of experience in office administration, preferably with government regulations
  • Advanced proficiency in MS Office Suite, especially Excel
  • Demonstrated experience in data entry, reporting, and file management
  • Strong organizational skills with exceptional attention to detail
Technical Competencies
  • Expertise in electronic tracking systems and databases
  • Proficiency in creating and maintaining complex Excel spreadsheets
  • Experience with records management and filing systems
  • Ability to quickly learn new software applications
Professional Attributes
  • Outstanding written and verbal communication skills
  • Strong analytical and problem-solving capabilities
  • Self-motivated with ability to work independently
  • Excellence in meeting tight deadlines and managing multiple priorities
  • Team-oriented mindset with collaborative approach
Work Environment
  • Hybrid work arrangement (2 days minimum in office per week)
  • Fast-paced, mission-driven organization
  • Opportunity to contribute to community service
COA offers:
  • Competitive benefits package
  • Flexible hours (no evenings, weekends or on-call)
  • Opportunities for professional development
  • Opportunities to advocate and participate in community events for the elderly and disabled population
  • Casual work environment except when visiting clients or vendors
  • Health, dental and vision care
  • Health savings account
  • 12 paid holidays each calendar year
  • Paid time off
  • Pension plan
  • Pet Insurance
  • Tax sheltered annuities
  • Commitment to diversity, equity, inclusion and belonging (DEIB)


The ideal candidate will be a highly organized administrative professional who thrives in a detail-oriented environment, excels at data management, and is passionate about supporting our mission to serve the community. We're looking for someone who can maintain multiple tracking systems, handle confidential information with discretion, and contribute to the efficiency of our provider services operations.

Join our team and make a difference in our community while developing your professional skills in a supportive, mission-driven environment

Council on Aging is proud to be an equal opportunity employer. Council on Aging considers qualified applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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