What are the responsibilities and job description for the Administrative Assistant position at Angels' Place?
Angels' Place offers an environment of love and compassion, coupled with an atmosphere of acceptance, dignity, friendship, and the potential for personal growth and independence. We are a Christ-centered community that enhances the lives of those we serve and their families by providing loving homes and professional support to individuals with intellectual and developmental disabilities.
Our team delivers exceptional service & care through our core values:
- Integrity First: doing the right thing is #1
- Excellence In All We Do: it is “right” to do my God-given best in every situation, every task and every relationship
- Guided By Faith: we know that we have come this far because of God’s grace. We are guided by the knowledge that he is our cornerstone
- Service Is Our Mission: I am important and have a shared responsibility for the success of the Angels’ Place mission, this success is measured in the hearts of those we were founded to serve.
Position Summary:
In partnership with other administrative team members, this position is responsible for providing an array of support to all areas of the organization.
Essential Functions:
- Answer multi-line phone system
- Provide information as necessary
- Redirect calls to staff as necessary
- Manage mail
- Sort and distribute in-coming mail
- Address and post outbound mail
- Prepare (mail merge) communication
- Manage general email inbox by sorting, forwarding and responding to messages
- Manage conference room utilization and meeting set up
- Set up video and or audio-conferencing system
- Stock refreshments
- Distribute materials
- Manage board and sub-committee schedules, documents and communications
- Handle sensitive and confidential information appropriately
- Manage calendar invitations to database
- Assemble and distribute board meeting packets – assemble agenda (created by CEO), prior meeting minutes, reports from various directors, etc. Email to database.
- - assemble agenda (created by Director, Finance), prior meeting minutes, reports from various directors, etc. Email to database.
- Respond to wait list inquiries
- Field inbound phone calls
- Reply with admissions packets as relevant
- Maintain database
- Stock kitchen supplies and light housekeeping of office common areas – lobby, kitchen, board room, etc.
- Ordering supplies and equipment for the office.
- Though Angels’ Place has approximately 150 employees, only twelve employees work in the headquarter office. All employees are expected to pitch in, when necessary, on a variety of projects (i.e. resident, fundraising and volunteer activities, team-building activities, etc.).
- Coordinate work flow with a peer administrative assistant.
- Learn/understand the management of home documentation.
- Other Duties as Assigned by the COO
Position Qualifications:
Education:
- Required: High school diploma or equivalent
Experience:
- Required: 2 years relevant administrative work experience.
- Above average technical efficiency in Microsoft Suite (PowerPoint, Word, Excel, Outlook, OneDrive, SharePoint). Aptitude to quickly learn other programs/software.
- Highly organized with attention to detail
- Experienced and proficient typing skills.
- Excellent communication skills – strong writer, empathetic listener, direct communicator.
Other Requirements:
- Must pass physical, drug screen, TB test (paid by Angels' Place)
- Must pass Michigan State Police and FBI fingerprint criminal history background check
- Must possess a valid Michigan driver's license and maintain a responsible driving record
Work Environment
- Work location is the Angels’ Place office, the schedule is Monday-Thursday 8:30am-5:30pm, with evening hours required occasionally for meetings or events. This position works four days per week. Local travel occasionally required.