What are the responsibilities and job description for the Administrative Assistant - ODT position at Masonic Village at Elizabethtown?
Administrative Assistant - ODT
Full Time
Masonic Villages of Pennsylvania - Elizabethtown Campus - is immediately hiring for an Administrative Assistant in the Organization Development & Training Department (ODT).
With over 145 years of providing award-winning care and services across the state of PA, Masonic Villages is driven by our Mission of Love to assist individuals in realizing their potential and enjoying the highest possible quality of life.
Why Choose Masonic Villages:
Each campus is supported by corporate leaders who are fully invested in our Mission of Love and hiring like-minded individuals who are committed to providing heartfelt customer service and contributing to our team environment. When you join our team you can expect:
- Industry-leading benefits such as $0 cost medical coverage option ***
- Vacation Time/Flex Time and Paid Holidays ***
- Pay on-demand. Access to a portion of your earned wages in real-time.
- Discounted Grocery gift cards
- Tuition and Educational Reimbursement ***
- Discounts for onsite Daycare
- Free Gym and Pool Membership ***
- Paid Lunch ***
- Discounted tickets for movies, theme parks, hotels, and MORE!
- Shoe discounts
- Cell phone discounts
- Weekend differentials and additional shift differentials!
- Employer matched Retirement Savings with free financial planning ***
- A commitment to growing our leaders with leadership & mentorship programs available
Key: *** = Full Time & Part Time Regular Staff Only
As an Administrative Assistant ODT, you will carry out our Mission of Love by assisting the Corporate Director of Organization Development and Training (OD&T) in the execution of his/her responsibilities and supports department personnel with ongoing administrative needs. Provides comprehensive and diversified administrative support services in a professional and organized manner.
Our Administrative Assistant ODT is responsible for the following:
- Provides a wide range of administrative support services for Organization Development and Training in an accurate and efficient manner.
- Prepares and distributes correspondence, compiles reports, updates policies and procedures, maintains budget information, creates forms, and completes other documentation as needed.
- Schedules appointments and meetings where appropriate for the Corporate Director of OD&T.
- Maintains master calendar for OD&T, the WA1 Classroom, Lab, and Conference Room. Assists residents and their families with room reservations and event planning. Coordinates and schedules with other departments for the use of the WA1 Classroom, Lab, and Conference Room. Coordinates classroom set up as needed.
- Maintains department AV equipment (laptops/computers, accessories, projectors, and other equipment etc.) and trains staff/instructors to use equipment as needed. Coordinates with vendors and services as needed.
- Issues, prepares, and processes material requests, purchase orders and invoices as needed in a timely and accurate manner.
- Utilizes the Kronos payroll system to review payroll records for approval.
- Arranges travel for department when requested.
- Processes and tracks CPR supply orders and training receipts.
- Reconciles Corporate Credit Card on a monthly basis.
- Maintains petty cash account for OD & Training department.
- Maintains departmental budget and updates Corporate OD & Training Director on status.
- Prepares correspondence, reports, memos and fliers. Performs filing, typing, copying, and distribution of interoffice mail as needed.
- Proficient use of software to include Microsoft products - Teams, Word, Excel, PowerPoint, and Outlook. Proficient use of OD&T Website, EventPro, Workday HR Software, Kronos, ProcureIT, Worxhub, OneNote, SmartSheet and the Internet etc.
- Ability to become proficient with Learning Management System (LMS) and instructional design software (Camtasia) and new software as needed.
- Track and follow up on incomplete 90-day orientation and Performance Appraisal Conference (PAC) paperwork.
What You Have:
- High School graduate or equivalent. Associate degree or certificate preferred.
- Excellent computer skills, MS experience, strong ability to learn new software.
- Self-starter with an ability to thrive and work independently and as part of a team.
- Strong attention to detail, ability to prioritize and organize multiple projects, problem-solve and adapt to a constantly changing environment.
- Effective written and oral communication skills.
We are proud to be an equal opportunity employer.
