Overview

Come join a friendly and inclusive team that provides quality care! Community Healthlink (CHL) recognizes the power of a diverse community and seeks applications from individuals with varied experiences, perspectives, and backgrounds. Community Healthlink (CHL) is looking for a full-time (37.5 hrs/wk) Facilities Administrative Assistant in Worcester County.

CHL offers varying housing opportunities for individuals and families who may be experiencing homelessness, mental health, psychiatric, substance abuse and co-occurring disorders. Housing opportunities may include access to units of housing, or access to housing subsidies from multiple sources. Each unit of housing or subsidy source may have unique administrative and compliance requirements that are implemented by the Director of Housing and Licensing, HOAP Housing, programs of PACT and R.E.S., as well as the Finance Departments.

The Facilities Administrative Assistant Provides administrative support to the Facilities Operations Director, and other team members.

Responsibilities

Essential Responsibilities:

• Manage the team’s daily calendars, including scheduling meetings, confirming appointments, preparing supporting documents for meetings, preparing itineraries, and sending reminders.
• Act as the point of contact between the department and internal/external stakeholders.
• Receive calls, take messages, and route correspondence.
• Use effective communication with clients, peers and other professionals that is sensitive to racial/ethnic/cultural/class backgrounds.
• Make travel arrangements and logistical arrangements as necessary.
• Prepare agendas and minutes for meetings.
• Monitor and order office supplies and research advantageous deals or suppliers.
• Produce reports, and PowerPoint presentations.
• Develop and maintain an efficient documentation and filing system.
• Support front desk when vacant, if necessary.
• Demonstrates strong organizational and time management skills to meet deadlines.
• Demonstrates strong Microsoft Office and computer skills

Speciality Responsibilities:

• Participates in Safety Committee meetings and provides meeting minutes.
• Makes logistical arrangements needed by the department.
• Monitors and manages inspections, particularly the city inspection process.
• Performs Accounts payable and Accounts receivable functions for the department.
• Acts as point of contact and follow up support with vendors.
• Sources available contractors for necessary work proposals
• Manages grant projects.

Standard Staffing Level Responsibilities:

• Complies with established division and program policies, procedures, and objectives.
• Attends variety of meetings, conferences, and trainings as required or directed.
• Demonstrates use of quality improvement in daily operations.
• Complies with all health and safety regulations and requirements.
• Maintains regular, reliable, and predictable attendance.
• Maintains confidentiality
• Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.

Qualifications

• High school diploma/GED/HiSet required; Associates degree preferred
• Experience with general office procedures required.
• Experience negotiating with vendors required.
• Experience and/or training in general office procedures
• Demonstrated strong organizational and time management skills.
• Problem solving skills.
• Self-motivated and proactive
• Ability to multitask and prioritize daily workload.
• Excellent interpersonal skills and professionalism
• Thorough knowledge of office systems, office management and computer literacy including Microsoft Systems and Electronic Health Records.
• Proficiency in English, verbal and written.
• All candidates will be subject to a CORI review as outlined in the regulations set by the Massachusetts Executive Office of Health and Human Services. For more information, click here

Community Healthlink is an Affirmative Action/ Equal Opportunity Employer. We do not discriminate in employment and personnel practices on the basis of race, sex, gender identity, age, ancestry, disability, religion, national origin, marital status, sexual preference, political affiliation or any other basis prohibited by applicable law. Hiring, transferring and promotion practices are performed without regard to the above listed items.If applicable, Community Healthlink shall also abide by the requirements of 41 CFR 60-300.5(a) and 41 CFR 60-741.5(a). These regulations prohibit discrimination against qualified protected veterans and qualified individuals on the basis of disability. These regulations require affirmative action by Community Healthlink to employ and advance in employment qualified protected veterans and individuals with disabilities.