Administrative Assistant EMPACT

La Frontera Center Inc.•Tempe, AZ

3d•Onsite

About The Position

The Administrative Assistant provides high-level administrative support to the designated department Director/Manager by performing clerical and administrative functions including but not limited to coordinating/scheduling meetings, taking meeting minutes, preparing correspondence, compiling data/reports, and serving as liaison with community stakeholders, vendors, or other internal team members. This position requires the individual to ensure a daily presence in the office as designated by the Director/Manager to ensure fulfill the responsibilities of the position. This position is to support an annual conference every year in August; therefore, in-office work required four weeks before the conference (full-time availability preferred during that time frame) and full-time on-site required during the week of the week of the conference. 24 hours weekly - Weekday hours, no evenings

Requirements

Associate’s degree in Business or related field or combination of specialized training and experience. Course of Study: Business or related field –or- Combination of specialized training and 4 years of experience.
Two years of recent experience as an Administrative Assistant.
Effective written and verbal communication skills with proven organizational and interpersonal skills.
Strong analytical and problem solving skills, attention to detail, and independent judgment.
Working knowledge of Microsoft Office products.
Ability to juggle multiple projects and make immediate adjustments to work flow/task. Ability to be proactive and anticipate needs.
Skill in maintaining relationships across all levels of the agency and community.
Ability to work well under deadline pressure in a fast paced environment supporting several Behavioral Health programs.
Ability to maintain confidentiality in dealing with issues of a sensitive nature.
A valid AZ Driver's License with no major infractions in past 39 months is required.
Demonstrated ability to remain calm in crisis situations, work independently and cooperatively, recognize personal limitations, and relate positively and with empathy to all persons regardless of age, race, creed, gender or sexual orientation.
Maintain professional conduct consistent with ethical professional practice and the policies and procedures of the agency.
Maintain a professional demeanor and positive working relationships with internal and external team members, stakeholders, and community and business partners.
If driving while on agency time or on agency business, a valid Arizona driver license and appropriate liability insurance and approval for liability coverage with EMPACT - SPC’s liability insurance carrier is required. At time of hire, a 3-year state driving record with no major infractions or excessive driving violations/tickets is required.
Attend meetings, training, and agency activities and events outside of regularly scheduled work hours upon request.
Maintain compliance with required training.
Additional duties as assigned by supervisor or member of management.

Responsibilities

Assist with clerical and administrative tasks as they relate to the department including any updates to protocols in conjunction with QM Department.
Assist with recruitment process by conducting initial phone screens and scheduling of interviews. In addition, perform any reference checks for potential hires.
Serve as centralized point of contact for any requests received by department for community or fundraising events and/or training requests. Coordinate staffing coverage for any scheduled events/trainings.
Attend meetings as assigned by the Director and Manager and prepare/retain meeting minutes for designated meetings.
Compile data and outcome reports as required by department including any ad-hoc requests.
Monitor and ensure appropriate departmental supply levels and/or clinical/crisis chart materials for department.
Effectively manage projects and demonstrate the ability to multi-task in order to meet responsibilities of the position.
Attend meetings and trainings outside of regularly scheduled work hours as requested.
Maintain professional conduct consistent with ethical professional practice and the policies and procedures of the agency.
Other duties as assigned by supervisor.