Administrative Assistant

The New England Center for Children•Mesa, AZ

22d•Hybrid

About The Position

Performs largely routine administrative, clerical, client communication, and scheduling functions. This role serves as a floater position supporting up to four campuses and is responsible for providing coverage during staff absences, schedule gaps, and other operational needs. Responsible for ensuring that all critical tasks are fulfilled on a timely and high-quality basis while maintaining flexibility and adaptability across multiple locations.

Requirements

High school diploma with further education preferred on administrative topics.
Minimum of 1 to 2 years of general administrative experience within a highly professional environment that has included interacting with customers and professional staff on a highly organized and reliable basis.
Professional services scheduling experience is required.

Nice To Haves

Border Spanish language fluency is preferred.

Responsibilities

Greets on-site visitors as well as their children on a frequent basis and directs them to the appropriate people and locations according to their needs.
Administers visitor identification and logging system while ensuring that property security protocol is complied with. Issues visitor passes according to policy.
Maintains all common areas and ensure areas are in neat and presentable form.
Ensures all break room and office supply spaces are stocked at all times.
Answer telephones and responds to all messages promptly while providing accurate information to callers, taking messages, or transferring calls to appropriate individuals.
Responsible for collecting, sorting, and distributing all mail correspondence and packages. This includes interoffice deliveries between SARRC campuses.
Use computers for various applications, such as database management and/or word processing, excel, and similar software programs.
Operates office equipment, such as fax machines, copiers, and phone systems and arranges for repairs when necessary.
Maintains and updates event calendars.
Manages and completes expense reports for the assigned leader including receipt management and updating all reports via Concur.
Schedules conference rooms, issues help desk tickets, orders group lunches, arranges off-site conference space, and arranges/participates in various enterprise events and functions.
Maintains calendars while updating as necessary client and clinician schedules including short notice cancellations, schedule changes, substitutions, and providing recommendations to supervisor for times that may be understaffed. Communicates all updates effectively to clinicians and the families of clients.
Assist the Executive Assistants in room meeting set-up’s and other special projects.