Description

SUMMARY 

The Administrative Assistant is responsible for assisting the program director on a daily basis with operational processes, and concerns including assisting in research and data collection to support KPIs. Helps to collect data, prepare reports for submission, and maintain program records. 

General Functions:

• Uses knowledge of the needs of the organization and its members to help the program director with daily tasks.
• Prepares official reports for review and submits when approved
• Assists in research processes essential to the organization.
• Prepares day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Provides information to supervisors, co-workers, and subordinates by telephone, in written form, email, or in person.
• Observe appropriate boundaries with clients, and observe client confidentiality, and HIPAA protocols.
• A high level of organizational and interpersonal skills.
• Read and analyze written and electronic correspondence and compose appropriate responses utilizing others in the organization as is appropriate.
• Respond to common inquiries from regulatory agencies or members of the business community.
• Study and evaluate data to develop trends, projections, and corrective strategies when appropriate.
• Meet with the program director on a regular basis to facilitate coordination between administration and service delivery, and effective communication on matters of concern to all staff.
• Observe appropriate boundaries with clients, and observe client confidentiality, and HIPAA protocols.

Requirements

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

The Administrative Assistant should be a High School graduate with at least 3 years’ experience in secretarial work in an office setting. Some college education is preferred. Have the ability to communicate effectively both verbally and written. Demonstrate experience with Microsoft Office Professional including Word Excel, and PowerPoint with proficiency in computer skills. Operate office equipment including a multiple line telephone system, copy machine, FAX, scanner, etc.

Other Skills and Abilities:

• Extremely detail-oriented.

• Strong interpersonal skills.

• Excellent verbal and written communication skills.

• Inquisitive, eager to learn, self-starter.

• Exhibits passion, optimism, enthusiasm, proactive/responsiveness, and imagination.

• Strong analytical skills.

• Strong sense of ownership & urgency.

• Able to manage multiple tasks.

• Able to complete work independently while functioning in a team setting.

• Able to prioritize tasks and time demands.