Job Description

The Administrative Assistant is responsible for performing a range of clerical and administrative tasks to support daily operations in an office setting. A successful candidate for this position will be able to transition between projects for multiple departments, maintaining accuracy and meeting deadlines.

EXAMPLES OF WORK DUTIES: (Any one position may not include all the following, nor do all the listed examples include all duties and responsibilities which may be required in each position.)

1. Welcome visitors to the office and guide to appropriate personnel.

2. Maintain a positive relationship with the individuals supported.

3. Provide support for Office Operations by

a. Clerical tasks, including answering and forwarding calls and emails, sorting, filing, scanning, checking fax, postage machine, sending mail, etc.

b. Maintain and order inventory of office, janitorial, and medical supplies.

c. Maintain paper and electronic files and databases that support programs, accounting, development, administration, and other departments as needed

d. Managing meetings by scheduling and sending meeting invites, taking or transcribing meeting minutes with and without the use of assistive AI

e. Create documents such as presentation packets, PowerPoint documents, and tracking sheets, etc.

4. Provide support for Programs by

a. Maintaining individuals’ physical and electronic records in an orderly and current fashion as required by CARF.

b. Maintain various client supporting databases

c. Creating and maintaining various forms

d. Maintaining incident reporting for the Director of Residential & Community Services quarterly.

e. Maintaining emergency procedure and emergency drill records.

f. Supporting additional tracking as determined by the Quality Assurance team

g. Creating calendar invites for the House Events Calendar as required.

5. Assist with Woodhaven sponsored events including preparation, mailing, registration, catering, and venue needs as necessary.

6. This position is encouraged to attend company sponsored events.

7. This position is encouraged to join at least one Woodhaven committee.

8. Maintain confidentiality.

9. Work alongside another Administrative Assistant to divide duties, including alternating schedules to cover the front office area and phones.

10. Perform other duties as assigned by your supervisor or leadership team.

Requirements

QUALIFICATIONS: A High School degree required, and 2 years office experience is preferred. Knowledge of Microsoft 360 and Excel is required. Candidate must be an independent worker who is a self-starter with good communication, organization, problem-solving, patience, and time management skills. The ability to meet deadlines and to assist in the completion of tasks is vital.

ESSENTIAL PHYSICAL REQUIREMENTS: This is sedentary work requiring the exertion of up to 50 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; work requires fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

ACCOUNTABLE TO: This position reports directly to the C-Suite Executive Assistant

Woodhaven is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, age, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local laws.