Administrative Assistant

Position Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to support daily operations and ensure compliance with organizational requirements. This role involves managing records, coordinating communications, and providing administrative support across multiple functions. The ideal candidate will be trauma-informed, responsive, and committed to fostering a positive and professional environment.

Key Responsibilities

• Maintain and organize confidential files and records.
• Retrieve information and complete required documentation.
• Report attendance and manage related billing processes.
• Perform tasks related to compliance and individualized plans.
• Process progress reports and performance documentation.
• Track and order supplies as needed.
• Draft and distribute weekly communications.
• Process, record, and report approved petty cash requests.
• Track and collect items due from staff.
• Complete trauma-informed education and training annually.
• Other duties as assigned by the Director.

Required Key Skills and Qualifications  

• Commitment to trauma-informed principles, including safety, trustworthiness, collaboration, and empowerment. 

• Strong organizational skills with the ability to manage multiple tasks in a fast-paced, evolving environment. 

• Ability to work effectively amid ambiguity, shifting priorities, and varying levels of direction. 

• Clear and professional communication skills, both written and verbal. 

• Functional proficiency with common office and program technology, including email, calendars, virtual meeting platforms, and electronic record systems. 

• Ability to exercise discretion and maintain confidentiality when handling sensitive information. 

• Preference for associate degree or higher 

• Preference for work experience as program coordinator, administrative assistant, office coordinator, or similar roles. 

Essential Functions and Physical Demands  

• While performing the duties of this job, the Program Coordinator is regularly required to use hands to finger, handle, or feel and to talk or hear. The employee is frequently required to sit and occasionally required to stand, walk, reach with hands and arms, and lift light office materials. 

• Specific vision abilities required by this job include close vision and the ability to view computer screens for extended periods. 

• The Program Coordinator must maintain professionalism, sound judgment, and composure in situations that may be stressful or emotionally demanding. 

• Able to lift to 50 lbs.  

• Regularly required to sit, stand, walk, and use stairs.   

• Requires the use of Safe Crisis Management (SCM) techniques, which include occasional physical interventions and will require assisting individuals to the floor, bending, kneeling, and lifting.   

• Required to pass physical examination.  

• Required to obtain and maintain training and certification as mandated by Licensing Regulations