Administrative Assistant (York)

AIMED Human Services•York Township, PA

1d•Onsite

About The Position

AIMED is a faith-based agency established in 1998, dedicated to serving God's Kingdom through our work. We are an organization committed to quality, honesty, and ethical support for individuals with intellectual and developmental disabilities, their families, and our team. Join our dynamic team and contribute to our mission of breaking barriers to independence and providing extraordinary support. This role keeps daily operations organized, supports staff and new hires with a warm and orderly start, and helps residents, families, and visitors feel cared for from the moment they walk in. It's a role built on order, dependability, and heart — reflecting the same care AIMED brings to the people it serves.

Requirements

High school diploma required
1–2+ years administrative/office experience
Strong organizational skills and attention to detail
Proficient in Microsoft Office/Google Workspace and basic office equipment
Excellent communication skills, both written and verbal
Trustworthy with confidential and sensitive information
Valid driver's license
Able to lift/move supplies up to 25 lbs

Nice To Haves

Associate degree preferred
residential, healthcare, or nonprofit setting a plus
Able to manage the office without supervision
Calm under pressure; brings order to a busy front office
Genuinely cares about people, residents, families, and staff alike
Discreet and trustworthy with private information

Responsibilities

Greet Participants, families, staff, and visitors with warmth and professionalism
Answer and direct phone calls, emails, and general inquiries
Maintain a clean, organized, and welcoming front office space
Maintain accurate, organized paper and digital filing systems
Upload and organize documents into designated systems/databases
Prepare, proofread, and distribute correspondence, forms, and reports
Ensure confidential resident and staff records are handled per HIPAA/privacy standards
Sort, process, and distribute incoming and outgoing mail and packages
Run program-related errands (office petty cash, post office, supply pickups, etc.)
Coordinate deliveries and confirm receipt of shipments
Prepare orientation materials, folders, and workstations for new hires
Collect new hire documentation and forward to the corporate office
Set up orientation space and coordinate schedules with supervisors
Ensure new hires receive required paperwork and building access/keys/badges
Track inventory and order office and program supplies
Maintain relationships with vendors and process related paperwork
Monitor supply budget and flag reorder needs proactively
Assist leadership with scheduling, data entry, and special projects as needed
Support a smooth, orderly flow of daily program operations
Assist with the preparation of annual licensing and monitoring