Administrative Assistant

Position Summary:

The person in this position will support the Red Tent Women's Initiative Program Director with day-to-dayscheduling, coordinating meetings, data management, and other administrative needs.

Essential Job Functions:

• Assist with scheduling appointments, meetings, and travel arrangements.
• Prepare and organize meeting materials, agendas, and minutes.
• Handle incoming and outgoing communications, including emails, phone calls, and correspondence.
• Enter program data used for critical reporting and participant follow up.
• Manage program staff request for supplies, resources, and materials.
• Help track program expenses and manage budgetary records.
• Assist in the preparation of program outcome reports, financial reports and documentation required for funding and grant applications.
• Process invoices, purchase orders, reimbursements, and program supply requests.
• Coordinate with other administrative staff to ensure smooth office operations.
• Assist program director tracking program expenses and managing budgetary records.
• Process program invoices, purchase orders, and reimbursements.
• Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation
• Completes all orientation and mandated training activities, including E-Learning Courses, within required timeframes, and in accordance with the criteria established for this position.
• Perform other duties as assigned.

Essential Qualifications:

Certifications/Licensures:

• None

Education:

• High School Diploma or equivalent is required.
• Graduation from an accredited two-year college with an Associate's degree is preferred

Experience and Competencies:

• A minimum of two years of secretarial/administrative assistant experience is required
• Excellent language and people skills
• Well organized
• Ability to exercise good judgment and discretion.
• Ability to work well in a team environment.
• Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality.
• Ability to remain reliable in punctuality and attendance, adhering to WestCare attendance and timekeeping policies.
• Ability to demonstrate proper telephone etiquette when receiving, transferring, and placing calls on hold as observed by Program Director
• Ability to remain calm and courteous even if the person being helped is angry or upset.
• Ability to maintain good working relationships between programs staff as well as other members of the agency as observed by Program Manager or Program Director
• Ability to approach interpersonal relationships in a manner which promotes cohesiveness, reduces conflict, and provides for resolution of differences.
• Understands, communicates (both verbally and in writing), and collaborates effectively and with precision, given the time constraints of each task.
• Ability utilize Microsoft Office Software Suite (Word, Excel, PowerPoint, etc.)
• Excellent interpersonal and communication skills.
• Ability to read complex two and three syllable words and to recognize similarities and differences between words and between series of numbers.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Ability to communicate effectively in writing and with all levels of employees and office visitors.
• Shows persistence and seeks alternatives when obstacles arise; seeks alternative solutions; does things before being asked or forced to by events.
• Must be highly organized, very analytical and detail oriented.
• Must have excellent communication skills (verbal and written).
• Must have advanced Word and Excel skills as well as familiarity with other MS Office programs.
• The ability to interface and communicate with internal and external agencies.
• The ability to identify crisis when they surface; to mitigate or resolve the immediate problem and to de-escalate the situation.
• CPR Certification and First Aid
• Understanding and application of federal, state, local and agency confidentiality rules and professional standards of conduct
• Understanding of professional ethics, consumer rights, and professional responsibilities
• Demonstrates ability to work effectively with culturally diverse staff and consumers.
• Demonstrates respect for an individual's cultural and ethnic values when interacting with staff and consumers.
• Ability to create a safe, welcoming physical, supportive, and relational environment for consumers and staff.
• Knowledge of WestCare Mission, goals and values
• Knowledge of Incident Reporting
• Knowledge of HIPAA, Professional Ethics, Consumer Rights and Confidentiality
• Familiarity with WestCare services and programs
• Demonstrates a high degree of dependability.
  
  
  
  • Maintains a good attendance record.
  • Observes working hours.
  • Shows flexibility and is responsive to requests from supervisor.
  • Works independently with minimal supervision.
  • Exhibits characteristics of good workmanship, and integrity on the job
  • Work time is always productive.
  
  
  
  
• Demonstrates ability to establish and maintain effective working relationships with consumers, co-workers, external partners, and regulatory agencies.
  
  
  
  • Is courteous to consumers, staff, and all others.
  • Demonstrates tact at the appropriate time.
  • Cooperates with others both within and outside WestCare.
  • Works well with supervisor; accepts direction and supervision.
  • Maintains a positive attitude toward work.
  
  
  
  
• Ensures and maintains a safe working environment.
  
  
  
  • Work area is clean and orderly.
  • Verbalizes, understands and adheres to agency safety procedures.
  • Demonstrates appropriate use of Unusual Incident Reports, in accordance with the Center's reporting procedures.
  
  
  
  
• Presents a positive personal image.
• Dresses and maintains a professional demeanor.
• During your tenure with WestCare there may be new requirements, including, but not limited to vaccinations that are issued by local, State, Federal, and/or Funders that WestCare may have to comply with. Should this occur Human Resources or appropriate personnel will inform you.

Working Conditions:

• Work is primarily performed in an office.
• Regularly required to engage in direct and phone contact with the public.
• Must be willing and able to participate at Community events/fundraisers and assist in programs promotions in the community.