Mary's Center is committed to promoting diversity, equity and inclusion (DEI) within our organization and the communities we serve. We embrace diversity of experiences, ideas, and individuals, and seek to bring a diverse group of candidates to the table.

Important Note: Mary's Center is mandating the COVID-19 vaccine booster for all staff.

Position Summary

Under the direction of the Center Director, the Program Assistant (PA) provides management, maintenance, and coordination of the front desk area and the administrative office. The PA is the initial point of contact for all visitors and facilitates registration, answering phones, data entry, and scheduling member appointments. The PA performs general office duties such as word processing, photocopying, data entry, and distributing mail. PA also assists with calendar planning activities, field trips, and coordinating volunteers.

Reportability

This position will report directly to the Senior Wellness Center Director

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Receive and greet members, and potential members, of the center. This includes ensuring that all members and visitors of the center sign in upon arrival, complete all registration requirements, and receive a tour of the facility.
• Maintain confidentiality and privacy during intake process.
• Maintain all center and member information in secure, locked file.
• Record and maintain daily center, and program participation and attendance via sign in sheets and daily roster.
• Responsible for updating membership roster daily.
• Ensure that data entry for new participant demographics, daily participation, unit count and reports are maintained and generated in a timely manner.
• Answer incoming phone calls, record, and distribute messages to appropriate staff in a timely manner.
• Assist with typing of office correspondence including, but not limited to, letters, memos, monthly staff meeting minutes, monthly activity and trip calendar, and department policies and procedures.
• Maintain the professional appearance of the lobby and waiting areas.
• Facilitate inventory, ordering, security and distribution of office supplies and equipment.
• Coordinate repair and replacement of equipment.
• Assist in coordinating volunteers for activities and administrative assistance.
• Chaperone field trips as needed.
• Assist Center Director with tasks as assigned.
• Participate in ongoing education, training, and development.
• Maintain a current CPR/AED certification.
• Perform other administrative or office duties as required or assigned.

Qualifications

The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills & Abilities - Must be a high school graduate, aware of services available to seniors in the community. Be able to work in a team setting. Must have excellent administrative skills and must be competent in Microsoft software. Applicants must have the ability to work well with the elderly.

Language Requirement - Must have the ability to communicate effectively in English and Spanish as used by participants.

Physical Demands - Regularly requires sitting; frequently required to reach with hands and arms, walk, stoop, kneel, crouch, talk or hear; must be able to lift objects up to twenty-five (25) pounds.

Work Environment - Mostly in a typical office setting with quiet to moderate noise level, however, activities and tasks may take place in any program space in the center. May be exposed to extreme cold, heat, and humidity due to outside weather conditions during outdoor activities and field trips.

The Benefits:

• Health Insurance: medical, dental & vision - plus retirement options through 403(b) contribution and investment opportunities
• 25 days of paid leave annually (in addition to paid holidays), plus 5 educational days
• Tuition reimbursement of $2000/year towards education assistance and professional development
• Transportation subsidy via metro & bus
• Employee Assistance Program (EAP)