Administrative Assistant of Organizational Supports

Summary

The Administrative Assistant provides flexible, cross-departmental support to the agency’s departments, including IT, Compliance, Quality Assurance, and other operational areas. This role is designed to adapt to the evolving needs of the organization, supporting a variety of projects, initiatives, and administrative functions as priorities shift. The position plays a key role in ensuring efficiency, coordination, and continuity across departments by assisting with both day-to-day operations and special projects.

Responsibilities

IT & Systems Support:

• Coordinate setup, maintenance, and tracking of IT equipment and inventory 
• Assist with software updates, system upgrades, and vendor coordination 
• Maintain IT records, licenses, and related documentation 

Compliance Support:

• Provide administrative support to Corporate Compliance and Quality Assurance departments 
• Maintain compliance records, files, and tracking systems 
• Assist with incident reporting, audits, and regulatory documentation 
• Prepare reports, spreadsheets, and correspondence related to compliance activities 
• Coordinate compliance calendars, deadlines, and record retention processes 
• Ensure confidentiality and adherence to all agency policies and standards 

Administrative & Project Support:

• Perform a variety of administrative functions including scheduling, document preparation, and correspondence 
• Manage calendars, meetings, agendas, and meeting minutes 
• Maintain organized filing systems (electronic and physical) 
• Assist with data entry, reporting, and recordkeeping across departments 
• Support cross-departmental projects and implementation of new processes or systems 

Organizational Support Functions:

•  Maintain shared departmental files and documentation systems 
• Coordinate record retention and document management processes 
• Manage office operations including supplies, mail, and general administrative support 
• Identify opportunities for process improvement and support operational efficiency 
• Perform additional administrative and project-related duties as assigned

Qualifications

• Associate’s degree required; Bachelor’s preferred 
• Minimum of 2–3 years of administrative experience (IT, compliance, or nonprofit experience preferred) 
• Strong organizational and time-management skills 
• Ability to manage multiple projects and shifting priorities 
• Excellent written and verbal communication skills 
• Strong attention to detail and accuracy 
• Proficiency in Microsoft Office 
• Ability to handle confidential information with discretion 
• Ability to work independently and collaboratively across departments 
• Strong problem-solving and critical thinking skills 
• Ability to maintain records, logs, and reporting systems 
• Comfortable working in a fast-paced environment with interruptions 
• Ability to learn agency systems, policies, and procedures quickly 
• Strong interpersonal skills and ability to build effective working relationships 

This position is not limited to the duties listed above. Responsibilities may be adjusted, expanded, or reassigned based on the evolving needs of the agency.

PHYSICAL DEMANDS

•    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this job, the employee may be required to stand, walk, stoop, kneel, crouch, or crawl. The employee must be able to occasionally lift and/or move up to 50 pounds and regularly lift and/or move up to 25 pounds. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.