Administrative Assistant & Assistant Front Desk/Receptionist

Location: Covington, KY campus - Devou Park

Department: Administration and Human Resources

Position Reports to: Melissa McQueen - Executive Administrative Assistant to the CEO

Position Supervises: N/A

FLSA Status: Non-Exempt

Profile Last Updated: March 4, 2024

Position Summary

Provide administrative assistance and support to C-Level Officers and Vice Presidents under the supervision of the Executive Administrative Assistant to the CEO, as well as providing receptionist/front desk coverage when the primary receptionist is on break, vacation, or absent during illness, or otherwise using Paid Time Off.

 The position calls for flexibility, excellent people skills, multi-tasking, and the ability to work and communicate well with all levels of internal management and staff, as well as outside clients, vendors, and donors. Must show adherence to the Seven Commitments of Sanctuary and application of the Sanctuary tools.

Essential Job Functions

Administrative Support (75%)

• Provide general administrative support to C-Level Officers and designated Directors as instructed by Executive Administrative Assistant to the CEO. Support may include, but is not limited to:
  • Scheduling meetings.
  • Filing, correspondence, reference checks, and taking meeting minutes for C-Level Officers and Vice Presidents as assigned.
  • Assisting with the annual Giving Tree project.
  • Managing agency wish list(s) and online gift registries.
  • Assisting with preparation of materials for community engagement events (e.g., school fairs, speaking engagements).
  • Assist with ordering food and catering services for meetings and events.
  • Assist with coordinating and setting up of New Employee Orientation, All Staff meetings, and other agency meetings.
  • Assist with facilitating the ordering process for agency shirts (polo shirts and t-shirts), name badges, lanyards, and badge holders.

• Must be a flexible self-starter with excellent time management skills. The coordination of routine matters, meetings, and various other assignments will be delegated to the administrative assistant with minimal direction. Planning and anticipation of needs are critical responsibilities.

• Position has access to highly confidential and sensitive information. Protection of this information is a requirement of the position.

• Attention to detail and effective communication are critical. The administrative assistant is expected to draft accurate, professional written and electronic correspondence that is free of spelling, grammatical, and formatting errors.
• Must become quickly familiar with agency policies and procedures, the various agency stakeholders, and reporting relationships.
• Must be able to perform the essential functions of this position with or without reasonable accommodation.

Front Desk/Receptionist Coverage (20%)

• Manage all facets of the reception area of CHNK’s administration building from 8:30AM to 5PM Monday through Friday.
• Answer calls made to CHNK Behavioral Health's (CHNK) main number in a professional, friendly manner; efficiently and effectively direct each call to the appropriate staff or department.
• Greet and welcome guests and visitors with a positive, helpful attitude as they arrive for meetings, events, or other onsite activities, offering hospitality and notifying the appropriate staff or department of their arrival in a timely manner.
• Accept deliveries on behalf of CHNK and ensure the recipient is notified of the package arrival in a timely manner.
• Sort incoming mail: help departments prepare outgoing mail (e.g., managing the postage meter machine, running the folding machine, stuffing/ sealing envelopes, etc.).
• Accept in-kind donations on behalf of the Development Office, ensuring the donor fills out a donor form, the donated item(s) are routed appropriately, and the Development Office notified of the donation.
• Draft accurate, professional written and electronic correspondence that is free of spelling, grammatical, and formatting errors.
• Assist on-site applicants/new hires for employment by providing them with New Hire Packets to be completed, answering questions regarding forms, ensure paperwork is completed correctly, signed correctly, and is placed in the appropriate Human Resources mail slot. Coordinate pre-arranged drug screen between new hire staff member and designated associate performing drug screen.
• Ensure all conference rooms and hospitality rooms in the administration building, as well as the mail room, are presentable and well-maintained (e.g., technology is functional, beverage stations are stocked, sanitization products are available, furniture is clean and arranged appropriately, etc.)
• Assist colleagues, as needed, with administrative tasks such as making photocopies, sending faxes, taking notes, scheduling meetings, and other ad-hoc job duties
• Must be able to perform the essential functions of this position with or without reasonable accommodation

 Other Duties as Assigned (5%)

Physical Demands and Work Environment

While performing the duties of this job, the employee is regularly required to stand, walk, and talk or hear; use hands to finger, handle or feel objects; and reach with hands and arms. The employee is occasionally required to sit, kneel, squat, and hold objects or carry. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Minimum Position Qualifications

• Associate degree in English, Communications, Business or related field, or equivalent knowledge and experience. Bachelor’s degree preferred.
• 1–2 years’ experience in an administrative capacity, some experience as a receptionist also preferred.
• Proficiency with Microsoft suite of programs, including Outlook (email and calendar).
• Excellent written and verbal communication skills.
• Self-motivated, organized, and proficient at multi-tasking.
• Ability to manage highly confidential information in a trustworthy manner.
• Ability to maintain effectiveness when experiencing major changes in work tasks or the work environment; ability to efficiently adjust within new work structures, processes, or requirements.
• Strong critical thinking skills and ability to work independently; skilled at identifying, taking ownership of, and intelligently resolving minor issues without involving senior leadership.
• Effective management of time and time constraints.
• Comfort communicating and collaborating with all levels of the team, including 
   fellow employees, donors, volunteers, contractors, and Board members.
• High standards of performance; willingness to assume responsibility for the timely and correct completion of assignments or tasks.
• Must have a current driver’s license and insurance.
• Demonstrate proven sensitivity to the various cultural and socioeconomic characteristics of Children’s Home of Northern Kentucky clients and staff.
• Ability to work occasional evenings and weekends.

CHNK Behavioral Health is an Equal Opportunity Employer.

Benefits include 18 PTO days off, 13 paid holidays, 6 Long Term Illness days, retirement plan with 6% match after 1 year, tuition reimbursement, student loan repayment assistance, 4 weeks of paid parental or elder care leave, availability of zero deductible medical plan, dental plan, vision plan, and employer paid life insurance and long-term disability insurance.

CHNK has certifications from All Children All Families in LGBTQ competencies, Ellequate in work-place equity, the Sanctuary Model of Trauma Informed Care, and Best-In-Class Benefits.