Administrative Assistant - Residential Services

Administrative Assistant, Residential Services

General Responsibilities: Provide administrative support to the Senior Director of Residential Services and the Residential Department in various administrative duties. Assists with various administrative tasks including but not limited to; reporting, calendar management, filing, meeting minutes, records and information management, gathering and compiling data in various formats, coordinating meeting space, and answering phone calls and general inquiries from staff, management, and families.

Quality in work performance. Promptness in carrying out assigned orders and directives. Accuracy in all work performed. Efficiency in the performance of assigned duties. Neatness in work area. Must comply with the established policies and procedures. Must maintain working relationship with Babcock Center personnel. Must be capable of working with limited supervision. Must be motivated, self-starting, and possess the ability to obtain closure on projects. Work must be accurate and of professional quality.

Duties:

• Maintain paperwork and files as needed, ensure items are ordered properly and records are maintained and retained according to policy and procedure.
• Assist management/directors with administrative functions, calendar management, and communications.
• Review documents and presentations to ensure that documents and presentations are free of spelling and other grammatical errors.
• Record accurate and detailed meeting minutes.
• Prepare and maintain various reports.
• Retrieve information as requested from records, emails, minutes, and other related documents.
• Prepare data and analytic summaries as needed.
• Gather and compile attendance information for activities.
• Coordinate conference room management and calendar.
• Copy, collate, and distribute Winter and Summer Menus.
• Update grocery shopper information.
• Assist the Residential team as needed with duties such as but not limited to; general data entry, file maintenance, and telephone and email communication.
• Purchase supplies and vendor services (including printing services) in accordance with Babcock Center's Procurement Policy.
• Acts as liaison for the Residential Department, when needed, to other supporting departments for the company.
• Maintain a pleasant atmosphere in the work environment.
• Miscellaneous typing, filing, and routine office work.
• Answer telephone, take and deliver messages.
• Become knowledgeable of and adhere to Babcock Center's Policies and Procedures.
• Attend scheduled staff meetings and other meetings as appropriate.
• Report all problems regarding security, vandalism, and theft.
• Use good judgment in safeguarding the confidentiality of records and personal information pertaining to Babcock Center, employees, clients, etc.
• Must maintain a professional working demeanor with various professional staff, peers, and supervisors.
• Identifying opportunities for efficiency and improvements in processes, systems, and reporting through independent investigation and research.
• Creates requisitions as needed for the Residential department.
• Backup the front desk/receptionist as needed.
• Assists with company fundraisers and activities.
• Other duties as assigned.

Qualifications

Qualifications:

• High school diploma or GED.
• 1-2 years of experience with administrative work preferred.
• Excellent verbal and written communication skills.
• Exceptional organizational skills.
• Must have sincere desire to assist clients, staff, visitors, and family members.
• Ability to multi-task effectively.
• Proficiency with the Microsoft Office Suite including Outlook, Word, Excel, and PPt.
• Proficiency with internet functionality and usage.
• Proficient with telephone skills, filing procedures, and other general clerical duties.
• Ability to maintain courteous and effective communication.

Working Hours: The Administrative Assistant, Residential Services is expected to work 40 hours per week. Typical hours are 8:00am-4:30pm however, this person must be willing to work a flexible schedule to conduct agency business when necessary.

Working Conditions: Works in a well-lighted and well-ventilated office area. Sits, stands, and walks during the workday. Subject to working relationships with all employees of Babcock Center and other program staff.

Supervision: The direct supervisor for the Administrative Assistant, Residential Services is the Senior Director of Residential Services.

Typical Physical Demands: Sitting, standing, bending, stooping, reaching, frequent lifting, and manual dexterity sufficient to operate standard office machines. Must have a normal range of hearing and vision.

Typical Mental Demands: Must be able to deal with stress associated with fast-paced work environment and multi-tasking. Formulate decisions and act upon them. Adapt to changing work situations. Grasp and apply new ideas. Communication with various personalities at all levels.

Hazards/Potential Hazards: Cleaning chemicals, ergonomic hazards: static postures, repetitive motion, trip hazards such as file drawers and electrical wires video display terminals.