<p>Requirements: High School Diploma or equivalent is required. Demonstrated computer literacy skills and knowledge of programs such as but not limited to Microsoft Office Suite is required. The ability to maintain records with confidentiality, to work independently, and as part of a team is required.</p> <p>General Description: The Administrative Assistant's primary responsibility is to assist the administrative team with all administrative functions within their work location as assigned. The Administrative Assistant works closely with the center/program team to ensure all administrative functions are performed completely and accurately. The Administrative Assistant manages the front desk/entry point of program and directs parties to the correct person or department. They must demonstrate a high level of organization, attention to detail and the ability to self-identify when to ask clarifying questions. These responsibilities are carried out with respect and dignity and in accordance with May Institute Policies and Procedures.</p> <p>PRINCIPAL DUTIES AND RESPONSIBILITIES:</p> <p>TECHNICAL SKILLS</p> <p>The Administrative Assistant is responsible for all incoming calls to their location's phone line and answers all calls in a professional and friendly manner. The Administrative Assistant has strong organizational skills and ensures all company documentation is scanned, processed, and stored promptly and correctly. They process mail efficiently and confidentially. The Administrative Assistant is responsible for maintaining inventory and prompt ordering of all office supplies to ensure the location is consistently stocked. They ensure the office space is well maintained. The Administrative Assistant is responsible for completing clerical duties which may include but not limited to, sending communications to stakeholders as assigned by supervisor or other members of Administrative Team, completing site checklists/audits, managing sign-in/sign-out procedures and maintaining visitor logs, completing and submitting program maintenance requests to Facilities Department. They serve as first line of contact for those entering/exiting program/site and direct all issues related to the program to appropriate parties.</p> <p>The Administrative Assistant prepares and tracks the receipt of documents sent to and received from stakeholders (e.g. consent forms, etc.). They maintain record and stock of all facility forms, materials, office supplies, and electronic devices. The Administrative Assistant maintains a clean, safe, and secure working environment. They assist with ensuring site postings are up to date and follow up to obtain updated postings as needed. The Administrative Assistant checks mailbox and distributes mail to team members. They maintain communication with their local leadership team. The Administrative Assistant attends meetings, as assigned. They assist administration team with other administrative or clerical duties, as needed. As required, The Administrative Assistant maintains contact lists. They prepare and send out letters to stakeholders as assigned. The Administrative Assistant maintains the security of electronic media and returns media to his/her supervisor when appropriate.? They process monthly invoices, check for accuracy, secure necessary signatures, and send to corporate for approval, as assigned. As needed and in collaboration with Quality Improvement (QI) Department, prepare, disseminate, and collect respective Satisfaction Surveys. The Administrative Assistant completes all other duties as assigned.</p> <p>Promote the safety, well-being, and independence of individuals served</p> <p>The Administrative Assistant prioritizes client well-being and outcomes throughout service delivery, adhering to all local and state guidelines (e.g., as a Mandated Reporter). Supervisory and leadership duties are conducted to ensure the safety and well-being of individuals within their department and may require provision of direct assistance to individuals (e.g., personal hygiene and self-care tasks as well as emergency medical care). Participation is required to enhance quality of services provided through both review and curation of all relevant social and medical information of individuals in their care as well as in the organization's continuous improvement processes to increase productivity and reduce inefficiencies.</p> <p>Preserve the rights of all individuals served and their families</p> <p>The Administrative Assistant promotes the rights and dignity of individuals served throughout service delivery, by encouraging individual autonomy and choice in delivery of programming supports and services. They adhere to all Policies and Procedures pertaining to Individual Protections and Records, following ethical and confidentiality standards of the May Institute.</p> <p>PROFESSIONALISM</p> <p>The Administrative Assistant builds constructive working relationships characterized by high levels of acceptance, cooperation, and mutual respect. This includes displaying a positive attitude when interacting with others, promoting cooperation and teamwork, and contributing to a work environment that embraces and respects diversity. They will promote a working environment in their respective departments that encourages similar behavior from others through operational and staff management. Effective and professional communication is required, including, but not limited to, giving and receiving feedback, collaborative skills to complete tasks/reach goals, as well as demonstrating proficient listening skills by helping when needed and being responsive to others' ideas and input. They ensure that communication and dissemination of pertinent information is coordinated between all relevant stakeholders, including, but not limited to, supervisees, stakeholders (e.g., parents, guardians and caregivers, and funding agencies), and relevant supervisors and/or leadership. Pertinent information may include training for parents/guardians, special requests from stakeholders, and individual progress updates. They participate in professional development, such as continuing education, conference presentations, and service to the program, field, and discipline.</p> <p>PERSONAL EFFECTIVENESS</p> <p>The Administrative Assistant takes personal responsibility for quality and timeliness of work. The pursuit of quality in achieving goals entails attending to important details, demonstrating ongoing commitment to learning and self-improvement, effective time and resource management skills, with the ability to stay focused on tasks despite distractions and interruptions. Work product quality is also balanced with meeting appropriate deadlines. When errors or problems occur, these are acknowledged and corrected with little delay. If conflict or stressful situations occur, composure is maintained, to adapt goals and methods to achieve solutions. The Administrative Assistant's duties are conducted punctually (i.e., the use of effective time management skills) and is pursuant to all policies, procedures, and guidelines of the May Institute (i.e., requesting time off work, call out procedures, etc.), Federal, State, and Local laws/regulations, as well as any relevant licensor, accreditor, and/or Funder guidelines. This includes timely provision of all required documentation as needed for continued employment (e.g., background check information, TB test, driver's license, transcripts, licenses/certifications) and completion of all required trainings (e.g., Safety Care, CPR/First Aid, Mandated Reporting).</p> <p>LEADERSHIP</p> <p>The Administrative Assistant practices effective conflict-resolution skills and addresses concerns in a timely manner, with appropriate parties, and in accordance to May Institute Policies and Procedures. They ensure the safety and well-being of individuals served by adhering to requirements, training, protocols, policies, procedures and plans.</p> <p>ESSENTIAL PHYSICAL REQUIREMENTS:</p> <p>The ability to move independently throughout a wide range of environments, some of which may not be wheelchair or otherwise handicapped accessible, is required. Independent transportation to locations that may not be served by public transportation may be necessary. The May Institute, Inc. will make reasonable accommodations, whenever possible, when needed and/or requested by employees. Requests for accommodations will be honored, unless the accommodation would cause undue hardship on the operation of the program and/or on the organization.</p>