Administrative Assistant

Administrative Assistant

The Administrative Assistant provides support to administrative teams primarily assigned to the 560 Delaware location. This role requires full-time, in-office presence Monday through Friday to ensure consistent support for daily operations, unless otherwise stated or approved by the leader. Key responsibilities include processing incoming communication (mail, emails, phone calls, visitors, etc.), managing location access and handling deliveries. Additional support tasks may be assigned based on the needs of various special projects.

Screen, welcome and direct visitors and vendors at the Administrative Services office (560 Delaware). Ensure deliveries are received and appropriately handled. Responsible for receiving and distributing confidential organizational mail, faxes, letters, packages, memos, etc. Gather, process and facilitate the pickup of outgoing mail, parcels and packages. Provide administrative support including data entry and document preparation to assigned departments as needed. Communicate and collaborate with internal and external stakeholders effectively, including the public and the people we support.

Support project based work including research, documentation and process improvement initiatives. Partner with departments to identify reoccurring administrative and operational responsibilities that can be standardized. Independently learn assigned processes, collaborate with stakeholders, and create clear, accurate Standard Operating Procedures (SOPs) to support ongoing operations and continuity. Help develop and maintain internal tracking tools and checklists for administrative related workflows. Manage inventory and ordering of office and break room supplies.

Maintain the organization, cleanliness, and professional appearance of the office and breakroom areas, beyond services provided by the janitorial staff. Uphold confidentiality and professionalism while working closely with leadership on sensitive matters. Collaborate cross-functionally with Property Operations and other departments to ensure execution of administrative priorities.

Commits to a respectful, just, and supportive environment for individuals and team members aligning with the organization's commitment to include and belonging. Other duties as necessary or assigned.

Ability to work autonomously with minimal supervision. Basic proficiency with Microsoft Office suite, especially Word and Excel. Ability to keep sensitive and privileged information confidential. Demonstrates cultural competency. Demonstrates ethical and professional responsibilities and boundaries. Ability to prioritize and manage multiple projects simultaneously. Proactively approaches professional responsibilities. Strong problem-solving skills. Completes work in a timely manner. Ability to multitask. Ability to follow oral and written directions.

Ability to work independently and in a team setting. Knowledge of office procedures and equipment.

High school diploma or equivalent. One year of clerical or administrative experience preferred. Familiarity with I/DD provider agencies, OPWDD, or Health Homes preferred.