Job Description

Employment Type:

Full time

Shift:

Description:

Hours 8am to 4:30 pm, Monday thru Friday, no weekends, no holidays

We are seeking a highly organized and proactive Care Management Assistant to provide comprehensive administrative and secretarial support to the department leadership. This role is responsible for relieving the supervisor of routine clerical and administrative responsibilities while ensuring the efficient operation of the office. The ideal candidate will possess exceptional communication, organizational, and project coordination skills and be able to manage multiple priorities with minimal supervision.

What You Will Do

Administrative Support (45%)

• Answer, screen, and direct incoming phone calls.
• Take messages and make appropriate referrals.
• Review and manage correspondence, including email communications as assigned.
• Maintain executive calendars, schedule meetings, appointments, and coordinate travel arrangements.
• Prepare meeting materials and ensure leaders have necessary documentation in advance.
• Attend meetings, take accurate minutes, and distribute meeting summaries.
• Track important deadlines and proactively bring critical dates to leadership's attention.

Communication & Reporting (20%)

• Draft and edit correspondence, announcements, reports, training materials, proposals, and recommendations.
• Compile, analyze, and organize data for operational reports.
• Assist in preparing presentations and materials for committee meetings and leadership reviews.
• Create narrative summaries and professional business communications.

Project Coordination & Event Planning (10%)

• Support special projects and initiatives assigned by leadership.
• Research information from internal, external, and online sources.
• Summarize findings into reports, spreadsheets, presentations, and graphs.
• Coordinate and execute onsite meetings, events, and departmental functions.

Budget, Inventory & Equipment Management (10%)

• Monitor departmental expenses and ensure appropriate expense allocation.
• Review expenditures for policy compliance and escalate concerns when necessary.
• Prepare purchase requisitions, check requests, and expense reports.
• Process purchase requisitions through Lawson or similar procurement systems.
• Manage office supply inventory and order supplies as needed.
• Coordinate maintenance and servicing of office equipment and facilities.

Records Management (5%)

• Establish and maintain accurate filing systems.
• Manage departmental records and documentation.
• Ensure confidentiality and proper retention of sensitive information.

Training & Mentoring (5%)

• Serve as a resource and mentor for junior-level administrative support staff.
• Provide guidance on administrative processes and best practices.

Timekeeping Administration (5%)

• Monitor departmental employee hours and attendance.
• Process payroll corrections and timekeeping errors through Kronos or similar systems.
• Ensure accuracy and compliance with timekeeping procedures.

What You Will Need

Required Education

• High School Diploma or equivalent.
• Additional training acquired through work experience or formal education.

Preferred Education

• Associate's degree or completion of 2-3 years of college coursework in Business Administration, Office Administration, or a related field.

Required Experience

• 3-5 years of administrative, executive support, or office management experience.

Technical Skills

• Proficiency in:
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Keyboarding skills with a minimum typing speed of 55 words per minute.
• Ability to operate and troubleshoot standard office equipment.
• Experience using GroupWise, Lawson, Kronos, or similar enterprise systems.
• Strong project coordination and event planning experience.
• Data analysis and reporting capabilities.

Compensation:

Salary Range: $18.16- $28.14 per hour

Actual compensation will fall within the range but may vary based on factors such as experience, qualifications, education, location, licensure, certification requirements, and comparisons to colleagues in similar roles.

Benefits:

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Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.