The Administrative Assistant for the Healthy Families Program is responsible for administering activities required to maintain and enhance program operations. Responsibilities include but are not limited to: administrative and program support, service coordination, and data and office management. The goal of this position is to ensure efficient operations in order to maintain program and organizational goals.
ESSENTIAL DUTIES OF THE POSITION
ADMINISTRATIVE SUPPORT: Provide administrative support to the Healthy Families team including special and routine projects, which include, but is not limited to: data collection, recordkeeping, data entry, photocopying, file organization and maintenance, processing of invoices, and other clerical work as needed. Assists with phone surveys, written participant satisfaction surveys, and participant focus group. Collects and aggregates data based on feedback from program participants. Reviews and updates immunization records for children in the HF program. Assists with putting together advocacy materials.
SERVICE COORDINATION: Serves as primary contact for referral sources and new referrals, including: Reaching out to new referrals by phone, mail, and email; Keeping a contact log; Maintaining communication with referral sources. Researches resources for participants' referral needs and ensures timely follow up with participants.
DATA MANAGEMENT: Manages and improves data collection systems and procedures to insure timely reporting for internal and external use; reviews data to identify issues and trends which affect program operations, service delivery and marketing; maintains departmental databases and other resources.
OFFICE MANAGEMENT: Organizes the Healthy Families office to insure optimal utilization of space and resources; Processes donations and purchases; Manages and monitors equipment maintenance and training to insure cost effective, quality operations and service delivery; Ensures that the office is always kept clean, orderly, and well-functioning.
MISCELLANEOUS: Performs other tasks as required to support and maximize the programs and services of the Crittenton Women's Union.
KNOWLEDGE, SKILLS & ABILITIES
Ability to work independently, being proactive in identifying problems and finding solutions.
Ability to communicate effectively, both orally and in writing with co-workers, participants, and CWU Partner organizations.
Strong organization skills.
Ability to understand and follow specific instructions or multi-step procedures, perform simple mathematical computations, and code or complete routine documents and forms. Attention to detail is a must.
Ability to create, compose, and edit simple written materials.
Word processing and data processing skills.
Ability to maintain confidentiality of records and information.
Records maintenance and filing skills.
Receptionist skills including a pleasant phone manner.
Skill in the use of basic office equipment.
EDUCATIONAL AND OTHER REQUIREMENTS
A High School Diploma required; Associates degree preferred; 1-3 years of administrative assistant experience preferred; ability to type at least 40 words per minute; good understanding of Microsoft Office suite; bilingual in English and Spanish a plus.
PHYSICAL DEMANDS/WORKING CONDITIONS
Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and eye sight to record, prepare and communicate appropriate reports. Work is performed in an office environment. Work may be stressful and fast paced at times.