Administrative Assistant (York) Part-time

AIMED Human Services•York Township, PA

58d

About The Position

AIMED is a faith-based agency established in 1998 that provides support to individuals with intellectual and developmental disabilities, their families, and its team. The Part-time Administrative Assistant supports Residential and Home and Community Services in a non-direct-care capacity. The role serves as the welcoming presence of the front office and keeps daily operations organized, while helping staff and new hires get started and making residents, families, and visitors feel welcome. The position handles reception, administrative and filing tasks, mail and errands, new-hire support, office supplies and operations, and general assistance to leadership. It requires dependability, organization, discretion, and the ability to manage the office with minimal supervision. The role reports to the Regional VP of Operations.

Requirements

High school diploma required.
1–2+ years of administrative or office experience.
Strong organizational skills and attention to detail.
Proficiency in Microsoft Office or Google Workspace and basic office equipment.
Excellent written and verbal communication skills.
Trustworthy handling of confidential and sensitive information.
Valid driver's license for errands and off-site tasks.
Ability to lift or move supplies up to 25 pounds.
Dependable and self-directed, with the ability to follow through without being chased.
Ability to manage the office without supervision.
Ability to remain calm under pressure in a busy front office.
Genuine care for residents, families, and staff.
Discretion and trustworthiness with private information.

Nice To Haves

Associate degree preferred.
Experience in a residential, healthcare, or nonprofit setting is a plus.

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.
Maintain accurate, organized paper and digital filing systems.
Upload and organize documents in designated systems and databases.
Prepare, proofread, and distribute correspondence, forms, and reports.
Handle confidential resident and staff records according to HIPAA and privacy standards.
Sort, process, and distribute incoming and outgoing mail and packages.
Run program-related errands, including office petty cash, post office visits, and supply pickups.
Coordinate deliveries and confirm receipt of shipments.
Prepare orientation materials, folders, and workstations for new hires.
Collect new-hire documentation and forward it to the corporate office.
Set up orientation space and coordinate schedules with supervisors.
Ensure new hires receive required paperwork and building access, keys, and badges.
Track inventory and order office and program supplies.
Maintain vendor relationships and process related paperwork.
Monitor the supply budget and proactively flag reorder needs.
Assist leadership with scheduling, data entry, and special projects as needed.
Support the smooth, orderly flow of daily program operations.
Assist with preparation for annual licensing and monitoring.