Administrative Assistant

Centerstone is among the nation’s leading nonprofit behavioral health systems with thousands of employees dedicated to delivering care that changes people’s lives. A dynamic, well-established organization, we offer rewarding opportunities to serve all ages in a variety of settings. Come talk to us about joining the Centerstone team!

JOB DESCRIPTION:

ESSENTIAL DUTIES & RESPONSIBILITIES

• Provide hospitality to all visitors to the corporate office, including assistance in exiting elevators, greeting them, directing them to their destination in the building, seating them in the reception area and offering a beverage

• Receive, screen all incoming phone calls and connect them to appropriate personnel.

• Sort mail and other deliveries and distribute to the appropriate party through placement in mail slots or direct contact with staff member.

• Provide clerical and administrative support to the management and/or other staff. PowerPoint, Microsoft Word, Microsoft Excel, mail merge, scan documents, copies, and etc. Prepare official documentation, letters, memorandums and global internal emails.

• Review calendar of all conference rooms and scheduled meetings on a daily basis in order to facilitate directing individuals to their destination within the corporate office. Update appointment diaries and logbooks for scheduling appointments for the correct dates and times with special attention to the Board Rooms and Conference Room calendars.

• Receive queries from staff regarding general housekeeping or other issues and direct those to internal or external entities for further action. Consult with Facilities Manager for assistance if necessary.

• Maintain the reception area, break room and break room closet, mail room and conference rooms to be efficient, shared workspace. This will include routine cleaning of microwaves, refrigerators, loading dishwashers.

• Prepare coffee in Break Room each morning and cleaning pots at all coffee locations each afternoon. Ensure Break Room, coffee stations, mail room, and conference rooms are stocked with supplies.

• Order supplies and prepare corresponding requisitions for payment.

• Ensure that office equipment is functioning properly; make service calls for repair.

• Update appointment diaries and logbooks for scheduling appointments for the correct dates and times. Be attentive to the Board Rooms and Conference Room calendars.

• Activate/Deactivate EntraPass-Badge System for new employees and guest.

• Collect and forward to Human Resources Emergency Forms for staff located at the corporate office.

• Create and update name plates for offices. • Maintain/update and email to staff the Management Team List.

• Report any security related matters to the Facilities Manager.

• Coordinate and organize corporate meetings, training sessions, and services from caterers and vendors.

• Rearrange meeting tables in the Board Rooms.

• Set up conference rooms with refreshments and/or lunch/breakfast for meetings and conferences.

KNOWLEDGE, SKILLS & ABILITIES

• Effectively communicate via written, verbal, in person and virtual methods.

• Proficient in Microsoft Office, computer skills.

QUALIFICATIONS

Education Level              

High school diploma or GED required.

Years of Experience       

Administrative Assistant experience preferred.

Certification/Licensure 

N/A

PHYSICAL REQUIREMENTS

Standing – 20%

Sitting – 80%

Squatting – Occasional

Kneeling – Occasional

Bending – Occasional

Driving – Occasional

Lifting – Occasional

DISCLAIMER

The duties and responsibilities described in this document are not a comprehensive list and additional tasks may be assigned to the employee from time to time, or the scope of the job may change as necessitated by business demands.

Time Type:

Full time

Pay Range:

$15.75--$22.00

Delivering care that changes people's lives starts with our employees. Below are just some of the great benefits Centerstone employees enjoy:

• Medical, dental, and vision health coverage
• Flexible Spending and Health Savings Accounts
• 403b retirement plan with company match
• Paid time off and ten paid holidays
• AD&D Insurance, Life Insurance, and Long Term Disability (company paid)
• Employee Resource Groups
• Continuing education opportunities
• Employee Assistance Program

Centerstone is an equal opportunity employer. Employment at Centerstone is based solely on a person's merit and qualifications directly related to professional competence. Centerstone does not discriminate against any employee or applicant because of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, marital status, pregnancy or related condition (including breastfeeding), or any other basis protected by law.

At Centerstone, we use our values as a guide for what we do. Respect, Expertise, Integrity and Empowerment are at the heart of every interaction at Centerstone, and particularly rooted in our Culture.

Our approach to culture is to create an environment that encourages, supports and celebrates the voices and experiences of our employees. We are committed to a culture of empowerment, respect, integrity and expertise that powers our innovation and connects us to each other, our clients and the communities we serve.

Centerstone is also committed to a strong culture of quality and safety, celebrating role-models who champion best practices for quality, clinical risk, and patient safety.