Rehabilitation Administrative Assistant

ServiceSource • Clearwater, FL

4d • Onsite

About The Position

The Rehabilitation Administrative Assistant serves as the primary administrative support professional for the Senior Executive Director, Senior Director of Rehabilitation Services, and Assistant Director of Employment Services while functioning as the front office coordinator for the Clearwater office. This position is responsible for ensuring efficient office operations, managing executive schedules and communications, coordinating administrative activities, and maintaining a professional and welcoming environment for visitors, employees, consumers, and community partners. The role provides critical administrative infrastructure that supports organizational operations, executive effectiveness, and efficient office management across multiple departments. The Rehabilitation Administrative Assistant exercises discretion and independent judgment in handling confidential information, coordinating executive priorities, and supporting organizational initiatives. The incumbent must demonstrate exceptional organizational skills, professionalism, initiative, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

• Associate's Degree (AA/AS) required.
• Minimum of two (2) years of administrative support, executive assistant, office management, or related professional experience required.
• Excellent verbal, written, and interpersonal communication skills.
• Strong organizational and time management abilities.
• Ability to manage multiple priorities and deadlines with minimal supervision.
• Exceptional attention to detail and accuracy.
• Strong customer service skills and professional demeanor.
• Advanced proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to develop effective working relationships with individuals at all levels of the organization.
• Strong problem-solving, planning, and decision-making abilities.

Nice To Haves

• Experience in a nonprofit, healthcare, rehabilitation, workforce development, or human services environment preferred.

Responsibilities

• Provide direct administrative support to the Senior Executive Director, Senior Director of Rehabilitation Services, and Assistant Director of Employment Services, in addition to other rehabilitation services staff as needed.
• Manage calendars, schedules, appointments, meetings, and travel arrangements for assigned staff and coordinate meeting logistics, conference registrations, and special events.
• Prepare correspondence, reports, presentations, spreadsheets, agendas, and other business documents.
• Prepare meeting materials and maintain records of meetings, action items, and follow-up activities.
• Lead Safety Meetings and coordinate safety drills, inspections and annual reporting in alignment with CARF standards.
• Serve as the primary point of contact for visitors, employees, consumers, vendors, and community partners.
• Answer, screen, and direct incoming telephone calls and electronic communications.
• Greet visitors and maintain a professional and welcoming office environment.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Coordinate office supply purchasing and inventory management.
• Schedule conference rooms and assist with office event coordination.
• Coordinate facility requests, office equipment maintenance, and vendor services as needed.
• Assist with special projects, strategic initiatives, and organizational priorities.
• Establish and maintain positive working relationships with employees, consumers, referral sources, vendors, and stakeholders.
• Maintain professionalism and confidentiality in all aspects of work.
• Participate in required training and professional development activities.
• Support organizational goals and strategic initiatives.
• Perform other responsibilities as assigned.
• Assist with the preparation and maintenance of reports, contracts, grants, audits, and compliance documentation.
• Enter, maintain, and retrieve information from organizational databases and information systems (SetWorks).
• Assist with document retention and records management activities, such as shredding.
• Maintain confidential information and records in accordance with organizational policies and procedures.
• Support special projects and organizational initiatives as assigned.

Benefits

• Health coverage for you and your family through Medical, Dental, and Vision plans.
• Financial protection with 100% company paid Disability, Life, Accidental Death & Dismemberment insurance.
• A 403(b)-Retirement plan in which the company matches dollar for dollar on a generous percentage matching up to 3% of your contribution.
• Tax advantages through Flexible Spending and Health Savings accounts that allow you to pay for specific healthcare and dependent care expenses with pre-tax dollars.
• An Employee Assistance Program, Wellness Program, and Tuition Assistance.
• A generous paid time-off program in which the benefits increase based on your tenure with the company.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree