Administrative Assistant - Program

Emmaus Community of Pittsburgh • Pittsburgh, PA

8d • $21 - $24 • Onsite

About The Position

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. This role is crucial for ensuring the smooth operation of programs and maintaining compliance with state and county regulations. The position is based at the Emmaus Community Administrative Office with no remote days.

Requirements

• High School Diploma or higher
• Two or more years of administrative or office experience preferred
• Proficiency with Microsoft Office (SharePoint, Word, Excel, PowerPoint)
• Strong communication skills
• Strong organizational skills
• Strong time management skills
• Ability to multi-task
• Ability to maintain confidentiality

Responsibilities

• Assists Program Staff 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.
• Manages Intake preparation, ISP documentation/scheduling/follow-up, and resident training scheduling/tracking.
• Oversees fire safety, including physical site checks and compliant fire drills.
• Handles NADSP correspondence and Service Note completion.
• Manages training/data collection, IM4Q, Quality Management, and 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 to coordinate activities for programmatic projects.
• Answers phone and email messages, ensuring timely responses.
• Schedules appointments, meetings, trainings, and conference rooms; sets up meeting rooms, including purchasing food and supplies.
• Coordinates occasional travel arrangements.
• Provides technical support for computers, copiers, and postage.
• Completes other special projects and administrative tasks as required.
• Attends and participates in staff meetings.
• Completes required monthly trainings.

Benefits

• Healthcare (90% employer paid for employee, and 85% for all other tiers)
• 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)
• Employee Assistance Program (EAP)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED