Administrative Assistant-Facilities (62621)

CADES•Swarthmore, PA

6d•Onsite

About The Position

The Administrative Assistant provides administrative coordination and support to the operations of CADES. This role is instrumental in ensuring that the facilities and operations are in excellent condition, always enabling safe and full programmatic use of facilities while complying with legal requirements and assisting in building projects for CADES construction, site acquisition, renovation, and maintenance of facilities.

Requirements

High school diploma or graduate equivalency diploma
Two (2) years’ experience providing administrative support to a facilities or operations team with multi-site facilities
Demonstrated ability to read and interpret documents, instructions, and procedure manuals
Demonstrated ability to write and complete routine reports
Demonstrated ability to work in a fast-paced environment and effectively prioritize tasks
Demonstrated strong attention to detail
Demonstrated ability to work effectively as part of a team
Demonstrated strong time management and organizational skills
Demonstrated excellent judgment with the ability to independently solve problem and make decisions under the guidance of department leadership
Demonstrated ability to anticipate changes and/or identify issues and take appropriate and effective actions
Demonstrated ability to handle and maintain confidential information
Excellent customer interaction, collaboration, and written and verbal communication skills
Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
Must be able to perform CPR, First Aid, and crisis intervention using agency-trained protocols
Ability to operate a light motor vehicle and adapted safety equipment safely and skillfully
Ability to drive passenger vans, station wagons, and large cars
Must possess a current, valid driver's license in the state of residence, have a minimum of three (3) years of driving experience within the United States, and have an acceptable driving record, which will be assessed through a review of the Division of Motor Vehicles (DMV) record

Nice To Haves

Publisher and report writer experience preferred
Knowledge of/Experience using electronic management/electronic records systems preferred

Responsibilities

Assists in the development and on-going maintenance of vendor relationships by Vendor communication and scheduling
Researching identified new vendor needs and contacting them to schedule appointments with the Assistant Director of Facilities
Following up with vendors on outstanding estimates and schedule confirmations
Sending confirmation emails to vendor two days prior to the scheduled appointment
Obtaining Purchase Orders (PO) for approved work and entering into to the Operations Team database
Scheduling vendor pick-ups as needed including, but not limited to, Stericycle medical waste and GRM shredding bins
Manages facilities data by Monitoring and maintaining the supply inventory in the electronic maintenance software program including: Completing weekly inventory of building supplies, Updating inventory in the electronic maintenance software program, Ordering needed supplies based on preestablished limits for reorder, Verifying delivered supplies based on the items ordered
Pulling work order data from the electronic platforms and sending to the Director of Operations
Assists in managing transportation fleet by Ensuring compliance with vehicle registrations, inspections, and insurance, Tracking routine maintenance needs and scheduling appointments accordingly, Maintaining updated maintenance records in the fleet management software, Completing initial notification to the insurance company for any motor vehicle accidents, Maintaining a database of handicap placards and submitting annual renewal paperwork
Provides administrative assistance to the Operations department through tasks including, but not limited to: Supporting compliance with completion of Community Living Arrangements (CLA) medical appointments by: Confirming weekly schedule, Notifying CLA Medical Appointment Scheduler of any changes or cancellations, Sending secure communications to program teams confirming weekly scheduled appointments, Updating contact information for medical offices in the electronic health records
Monitoring requests for temperature changes and complete in the Radius system
Completing annual fire letters for the CLA & Adult Day Programs (ADP)
Receiving supply requests from George Crothers Memorial School (GCMS) & ADP and communicating requests to the Maintenance Techs
Covering the front desk as needed for lunch breaks and approved time off
Performing other administrative functions including laminating and copying
Supports invoice monitoring and approvals by Maintaining the Operations PO spreadsheet including adding new approved projects and documenting received invoices, Reviewing submitted invoices, matching to appropriate PO and submitting to the Director of Operations for approval, Comparing approved invoices to the biweekly Accounts Payable (AP) report to confirm payment and submit a report to the Director of Operations
Supports the orderly and safe flow of traffic around Rutgers Avenue by Monitoring the crosswalk at the main entrance of the building during arrival and dismissal to ensure vehicles are following the traffic flow procedure, Regulating the flow of traffic in and out of the parking lot for emergencies and drills
Provides administrative support by Answering phones, routing calls, and taking messages, Copying, collating, filing, sorting, and shredding documents, Stuffing envelopes and mailing correspondence, Greeting and directing visitors, Entering data and running reports
Performs other duties as assigned