Adult Division Management - Administrative Assistant

Barber National Institute•Erie, PA

About The Position

We are seeking a highly organized and detail-oriented Administrative Professional to support our IDS Adult Day service line. This role provides essential administrative, clerical, operational, and data management support to ensure the efficient day-to-day functioning of the department. The ideal candidate thrives in a fast-paced environment, demonstrates excellent customer service skills, and enjoys supporting both internal teams and the individuals we serve.

Requirements

Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
Strong attention to detail and commitment to accuracy.
Professional communication and interpersonal skills.
Ability to handle confidential information with discretion and professionalism.
Strong customer service mindset when interacting with staff, visitors, families, and community partners.
Ability to work independently with minimal supervision while collaborating effectively with team members.
Problem-solving skills and the ability to adapt to changing departmental needs.
Proficiency with technology and administrative systems.
High school diploma or equivalent required.
Must be at least 18 years of age.

Nice To Haves

Purchasing and accounting experience preferred.
Proficiency with Microsoft 365 applications.
Ability to learn and effectively use agency software systems, including CareLogic, Workday, SurveyMonkey, Dayforce, and Track It.
Strong understanding of administrative and office support functions.
Ability to understand, interpret, and apply organizational policies and procedures.

Responsibilities

Entering and maintaining accurate data in CareLogic and generating reports as requested.
Uploading consumer and family satisfaction surveys and tracking responses through SurveyMonkey.
Maintaining organized electronic and physical records and files.
Ordering office and program supplies and coordinating requests for agency stationery.
Reconciling credit card transactions and reviewing purchases within established authorization limits.
Monitoring shared email inboxes and responding to or routing correspondence appropriately.
Submitting and tracking facility and maintenance requests through Track It.
Processing mail and managing record release requests.
Coordinating staff registrations for training programs, conferences, and travel accommodations.
Serving as a Referral Coordinator by receiving and processing referrals.
Assisting with Dayforce registration and onboarding-related activities.
Providing receptionist support by greeting visitors, managing building access, and answering incoming calls when needed.
Scheduling and coordinating meetings, employee recognition events, celebrations, and department activities—including ordering and picking up food as necessary.
Supporting annual events such as DSP Week, Founder's Day, Transition Fairs, Employee of the Month celebrations, employee anniversaries, retirements, and holiday events.
Completing special projects and other administrative assignments as requested by leadership.