SMP Administrative Assistant

AgeSpan•Lawrence, MA

5d•$24 - $26•Hybrid

About The Position

AgeSpan has been supporting individuals' desire to make their own decisions, secure their independence, and remain living independently in the community since 1974. The agency is a thought-leader and nationally known generator of new ideas because it welcomes creativity and employee ideas. It is an outstanding place to work, offering a stimulating, friendly, and collaborative environment with competitive salaries, generous vacation time, and an excellent work/life balance. AgeSpan values diversity and encourages career growth. The work environment combines a supportive, collaborative, and encouraging culture for diverse perspectives, a focus on innovation, encouragement of employee development, and a satisfying work-life balance with flexible scheduling, generous paid time off, and wellness programs.

Requirements

Associates Degree with one to three years of administrative experience strongly preferred.
High school diploma with at least five years of administrative experience may be considered.
Proficient in Office 365 with the ability to master new procedures with minimal oversight.
Strong interpersonal and organizational skills.
Attention to detail.
Ability to prioritize and multitask.
Ability to work well in a fast-paced team environment.
Must work well independently as well as collaboratively.

Responsibilities

Assist with data organization and entry, forms and document management, meeting preparation, mailings, and program material management for the MA SMP Program.
Collaborate with MA SMP Program director and staff on program implementation requirements and provide program support with the Senior Medicare Patrol Program's Information and Reporting System (SIRS) national database.
Collaborate with MA SMP Program director and staff with the scheduling of monthly SMP Foundation Trainings, SMP Presenter Trainings, and assist with mailing of materials to volunteers, SMP Program partners, and consumers.
Collaborate with MA SMP Program director, to plan, coordinate, and schedule all virtual, hybrid, and in-person meetings, such as Statewide Advisory Committee Meetings, Marketing and Enrollment Task Force monthly meetings, and other SMP Program events as needed.
Ensure that updated MA SMP Program forms, documents, and all training materials (digital and hardcopy) are maintained and filed accordingly, as well as uploaded to the SMP Resource Center Library.
Collaborate with MA SMP Program director in the reviewing and processing of monthly SIRS data entry to ensure accurate SIRS reports.
Perform programmatic administrative functions as assigned, including but not limited to transcribing and distributing of meeting minutes, filing, and processing all program invoices.
Coordinate MA SMP Program Events Calendar with Outreach and Education Coordinator and prepare bulk mailings for volunteer presenters, and/or providers across the state.
Ability to lift and transport up to 30 pounds of MA SMP Materials, such as journals, banners, etc.
Assist with uploading of documents in support of consumer complaints to the SIRS database.
Responsible for the monitoring of MA SMP Program's inventory of marketing items and ensure timely replenishment by consulting with MA SMP Program staff.
Cross train on general team functions to ensure adequate coverage when others are out of the office.
Attend all MA SMP Program Team Member Meetings, Community Programs Monthly Staff Meetings, and AgeSpan's All Staff Monthly Meetings.
Complete the MA SMP Program's Foundation Training and other agency required trainings.
Other related duties, as required.