Administrative Assistant

3 weeks ago

Harrisburg, United States Hospice of Central Pennsylvania Full time
JOB SUMMARY:

Supports and enhances the organization mission and timely involvement through administrative support. Provides administrative support with the daily operations and project management for the Vice President of Family Services and other leadership staff as appropriate.

REPORTS TO:

Executive Administrative Assistant-Administration

ESSENTIAL FUNCTIONS FOR JOURNEY PROGRAM:

Assists within and across functions of the Family Services Department to maximize effective and efficient coordination of resources in order to best meet the needs of bereaved clients seeking and receiving bereavement services:

Performs all administrative functions to facilitate the functioning of the Journey Program. This includes data entry, organization of schedules, maintaining inventory, manage mailings to bereaved clients

Collaborate with administrative staff across Bereavement Programs to assist in ensuring bereavement care, program development across both Journey and Pathways Center programs.

Work with Marketing Department to create/organize Journey Program newsletters, brochures, etc. related to the Journey Program

Maintain electronic database of bereaved clients

Perform all administrative duties related to Camp Dragonfly. This includes maintaining spreadsheets, managing applications and assisting staff with non-clinical tasks related to Camp Dragonfly

ESSENTIAL FUNCTIONS FOR LEADERSHIP:

Assist with answering the phones as scheduled and as back-up to Receptionist. Answers the phone in a prompt, courteous and professional manner; delivers timely and accurate messages to appropriate staff

Provides administrative functions such as faxing, scanning, typing, copying, etc.

Coordinates meetings, zoom meetings for the Family Services Department as needed

Creates, maintains and distributes calendars, meeting times, etc. to appropriate agency staff/departments as appropriate in relation to the Family Services Department

Assists with the maintenance and revision of forms, policies and procedures that supports the Family Services Department.

Assists Family Services Department with coordination of schedules, meetings, drafting emails, program development as needed

May assist other members of the Leadership Team and HCP office staff with administrative tasks as assigned

RESPONSIBILITY TO THE ORGANIZATION:

Acts to ensure that quality, integrity and professionalism are valued and maintained and adheres to organizational expectations for professional conduct.

Works to assure compliance with organizational policies and procedures, state and federal regulations and requirements of certifying and accrediting bodies.

Maintains confidentiality of the patients, families, caregivers, employees and organizational information.

Recognizes individual role as a representative of the organizational and conveys a positive organizational image.

Promotes awareness of the organization and preforms in a manner that instills confidence in all programs, services and activities.

Identifies professional development needs and seeks opportunities to maintain and enhance knowledge.

Promotes and contributes to a positive work environment.

Maintains regular and timely attendance

QUALIFICATIONS:

High School graduate or educational equivalent with related administrative experience.

Strong skills in use of Excel, Outlook, Power Point, Zoom, Teams, and overall strong computer confidence

Ability to communicate verbally and in writing in the English language and able to work cooperatively with other staff. Must convey exceptional verbal communication abilities including professionalism, courtesy and a pleasant speaking voice that is clearly understood.

Able to operate and use multi-line telephone system. Also able to operate general office equipment that includes personal computer, fax machine, copier, calculator and folding machine.

Excellent organizational skills, attention to detail and flexibility in approach and work style.

Ability to work independently and take initiative.

Additional Qualifications:

Ability to sit/stand for prolonged periods of time

Ability to reach to heights of 6 to 8 feet to file and retrieve documents

Able to lift up to 20 pounds and climb a small ladder or utilize a step stool.

Access to transportation; driver's license and adequate auto insurance.

Benefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Vision Insurance
  • Employee assistance program
  • Health insurance
  • Health savings account
  • Life insurance
  • Short & Long Term Disability
  • Generous Paid time off
  • Referral program

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