Administrative Assistant

LIFE Pittsburgh•McKees Rocks, PA

3d•$17 - $21•Onsite

About The Position

Under the direction of the Center Administrator, will provide a wide range of support to the Center Administrator and Operations Manager to support the organization and functions of the ADHC. Responsible for coordinating and scheduling meetings, preparing materials, prepares correspondence and reports, memos/letters, general office management and other administrative duties. Assists with organization and monitoring of center operations to ensure regulatory compliance and optimal Participant outcomes. At LIFE Pittsburgh, our goal is simple: help older adults stay where they feel safest and happiest—at home.

Requirements

Must have a high level of interpersonal skills to handle sensitive and confidential situations
Position continually requires demonstrated poise, tact and diplomacy
Must have good working knowledge and demonstrated skills of a variety of computer software applications in word processing, spreadsheets, database and software.
Proficient with typing, excel, word, power point
Work requires attention to detail in composing and proofing materials, establishing priorities and meeting deadlines
Ability to manage a multi-line phone system
Must have a strong understanding of prioritization and timelines to ensure participant and center needs are met without delay.
Ability to multitask.
Ability to coordinate and facilitate organizational demands
HS Diploma or equivalent
1-3 years of experience in a fast paced, multi-tasking administrative role

Responsibilities

Demonstrates and reflects a commitment to the mission and core values of LIFE Pittsburgh to support the elderly in maintaining their dignity and independence in the community.
Comply with organizational processes such as petty cash, payroll, staff expirations, PTO & budget tracking, Participant information management and other processes as identified by individual managers.
Coordinates meetings and ensure all needed materials are available for the center staff. Organizes and coordinates center resources (rooms, equipment, etc). Responsible for the composition and distribution of letters, memos and emails as directed.
Provides general administrative support including typing, organizing and filing to Center Administrator, Operations Manager and others as directed. Manages, oversees and coordinates the inventory and ordering of office supplies while staying within budgetary guidelines. Compiles information for multiple reports (safety zones, KPI, service log requests, etc).
Manages incoming and outgoing calls in an organized manner and directs calls to the appropriate recipient in a professional and effective manner. Responsible for incoming mail, opening/sorting while maintaining confidentiality.
Assists with organization and monitoring of the operational calendar to ensure all necessary (urgent/routine, internal/ external) appointments are scheduled. Routinely completes the scheduling and organization of the Care Plan Calendar to assist with the organization of the Interdisciplinary Team
Assists with vendor correspondence when indicated, under the direction of the Center Administrator and/or Operations Manager, to ensure necessary repairs, maintenance and inspections are completed in a timely fashion.
Assists homecare and scheduling department with clerical functions and updates as directed by the center administrator. Assists with On-call schedules, PT/OT transfer sheets for the center
Collects and organizes various internal and external required Participant and program related reports, such as monthly safety or environmental reports.
Responsible for accurately summarizing and recording the discussions and decisions which occur during the IDT morning meetings, maintains daily transcriptions as directed. Manages teams and meeting room calendars, keeps rooms organized with the materials needed.
Provides services promptly, exercises tact, patience and courtesy at all times and conducts themselves in a professional manner with Participants, families, co-workers and any external contacts. As a representative of LIFE Pittsburgh, promotes goodwill and confidence in our Participants, staff, vendors, visitors and the general public.
Proactively maintains requirements for the position (e.g., access of a vehicle, valid driver’s license and auto insurance, annual TB, bi-annual physical, etc) and maintains compliance with educational requirements (e.g., Fire Safety, Infection Control, Annual Training, Safe Mobility).