Administrative Assistant - Program

TITLE:  Administrative Assistant – Program (Non-Exempt / Full Time) 

PRIMARY LOCATION: Emmaus Community Administrative Office (no remote days) 

BENEFITS:  Healthcare (90% employer paid for employee, and 85% for all other tiers; see back for rate chart), Dental and Vision (100% paid for family), Paid Time Off – 4 weeks (20 days), Short Term and Long Term  Disability, $25,000 Life Insurance Policy, 403b Retirement Plan, Tuition Reimbursement Program (after 1 year full time), and Employee Assistance Program (EAP) to support employee mental health. 

PRIMARY SCHEDULE:   Generally, Monday through Friday 9am-5pm; some flexibility required to travel to Emmaus homes as needed, after hour training, etc. 

REPORTS TO: Director of IDD Services  

START DATE: Immediately 

POSITION SUMMARY: The Administrative Assistant provides clerical and administrative support to agency leadership, program staff, and individuals served by maintaining records, coordinating communications, scheduling meetings, and assisting with compliance requirements.  

JOB DESCRIPTION: 

• Willingness to carry out the mission and support the values of the Emmaus Community  

• Assists Program Staff (including Director of IDD Services, Assistant Director of IDD Services, Program Managers, Program Specialists, Residential Advisors, etc) with clerical support such as typing, organizing, filing, copying distributing mail, faxing and shredding. 

• Helps to ensure compliance with all State and County mandated regulations 

• Intake preparation 

• ISP documentation / scheduling / follow up 

• Resident training: scheduling, tracking 

• Fire safety: physical site, compliant fire drills 

• NADSP correspondence 

• Service Note completion 

• Training  / Data collection 

• IM4Q; Quality Management; QA&I processes 

• Maintains confidential individual and agency records in accordance with HIPAA and Emmaus Community policies 

• Creates and manages spreadsheets, databases, memos, policies and messaging 

• Maintains electronic and paper filing systems 

• Assists with organizing all communication from ODP 

• Works with various leaders in the organization to coordinate activities as needed to complete necessary programmatic projects  

• Answers phone and email messages; ensures responses are delivered timely 

• Schedules appointments, meetings, trainings and conference rooms; sets up meeting rooms, including purchasing food and supplies 

• Coordinates occasional travel arrangements   

• Provides technical support including: computers / copier / postage  

• Completes other special projects and administrative tasks as required 

• Attend and participate in staff meetings  

• Completes required monthly trainings 

EOE 

High School Diploma or higher; Two or more years of administrative or office experience preferred; proficiency with Microsoft Office (Share Point, Word, Excel, PowerPoint); strong communication, organizational and time management skills; ability to multi-task and to maintain confidentiality.