SMP Administrative Assistant

AgeSpan

About Us: Since 1974 our agency has strived towards supporting an individual's desire to make their own decisions, secure their independence and remain living independently in the community. We are proud of our employees who make this possible every day. Our agency is a thought-leader, a nationally known generator of new ideas, because it welcomes creativity, your ideas. It is an outstanding place to work stimulating, friendly, collaborative. We offer competitive salaries, generous vacation time, and an excellent work/life balance. We value diversity and encourage career growth. If you have a passion for improving the lives of the elderly community and enjoy working in a diverse team driven by its mission, you've found the right place!

At AgeSpan, You'll Find a Work Environment That Combines

• A refreshing culture that is supportive, collaborative, and encouraging of diverse perspectives and backgrounds.
• A focus on innovation with a team recognized for developing and implementing innovative programs and novel solutions.
• Encouragement of your development through opportunities to get involved, use your voice, and gain new knowledge and skills.
• A satisfying balance between your work and personal life, including a flexible workplace, generous paid time off, and wellness programs.
  
  

Depending on your role and your hours, we offer

• Flexible schedule and hybrid work opportunities
• Competitive salaries
• Healthcare (medical, dental)
• 403b Retirement Plan with agency match
• 20 Vacation Days, 12 Sick Days, and 12 Paid Holidays
• Social Work Licensing Program
• License Renewal Paid by agency for RN's and Social Workers
• Mileage reimbursement
• Free parking
• Employee Referral Bonuses
• Employee Assistance Program
• Tuition Remission Program
• Agency subsidized gym membership (on-site in Lawrence)
• Commitment to promoting within
  
  

Position Responsibilities: The Administrative Assistant plays a pivotal role in supporting all administrative functions of the MA SMP Program. Responsibilities include assisting with date organization and entry, form and document management, meeting preparation, mailings, and program material management.

Core Duties

• Collaborate with MA SMP Program director and staff on program implementation requirements. Provide program support with the Senior Medicare Patrol Program's Information and Reporting System (SIRS) national database.
• Collaborate with MA SMP Program director and staff with the scheduling of monthly SMP Foundation Trainings, SMP Presenter Trainings, and assist with mailing of materials to volunteers and SMP Program grantees.
• Collaborate with MA SMP Program director, to plan, coordinate, and schedule all virtual, hybrid, and in-person meetings, Statewide Advisory Committee Meetings, and other SMP Program events as appropriate.
• Support MA SMP Program with updates and maintenance of forms and documents, both digital and paper.
• Collaborate with MA SMP Program director in the processing of subgrantee monthly reports, SIRS data entry, and processing invoices.
• Perform programmatic administrative functions as assigned, including but not limited to transcribing meeting minutes, distribution of meeting minutes, filing, and prepare mailings for individuals, volunteers, and/or providers across the state; perform other administrative tasks as necessary.
• Upload documents and document consumer and/or provider interactions in national database.
• Participate in filing, file purging, and storage inventory activities. Assist with other special projects on an as needed basis.
• Monitor inventory of MA SMP Program marketing items and ensure timely replenishment by consulting with MA SMP Program director and Outreach and Education Coordinators.
• Crosstrain on general team functions as well as on those tasks identified as critical job functions to ensure adequate task coverage when others are out of the office.
• Attend all MA SMP Program Team Member Meetings, Community Programs Monthly Staff Meeting, and AgeSpan's All Staff Monthly Meeting.
• Complete the MA SMP Program's Foundation Training and other agency required trainings.
• Other related duties, as required.
  
  

Requirements: Associates Degree with one to three years of administrative experience strongly preferred. High school diploma with at least five years of administrative experience may be considered. Proficient in Office 365 with the ability to master new procedures with minimal oversight; strong interpersonal and organizational skills; attention to detail; ability to prioritize, multitask, and work well in a fast-paced team environment. Must work well independently as well as collaboratively. Prior experience with large client databases a plus. Bilingual candidates preferred.

Hours: 30 hours per week

Our Commitment to Diversity and Inclusion

AgeSpan is strongly committed to fostering a professional environment that recognizes, respects, and encourages the unique contributions of a broad spectrum of qualified employees. It is important that our employees reflect the diverse communities we serve. We maintain a work atmosphere that allows people of varied backgrounds to grow professionally and contribute to our mission by promoting diversity, equity, inclusion, and work-life balance.

Job Posted by ApplicantPro