Administrative Assistant/Office Coordinator

Description

Excellent opportunity for a highly motivated individual with a solid background in accounting. Our company has 11 branches across Chicagoland. The administrative assistant will be a crucial part of our corporate team, supporting the Exe. Director, Program Director and our Intake Specialist. The Administrative Assistant will provide personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks that support the senior level staff.

Universal Metro Asian Services (UMAS) is a Not-For-Profit organization that aims to serve immigrant populations of India, Pakistan, Bangladesh, the Middle East, Latin America and Europe.

UMAS is a small, family run organization. The perceptive employee would need to have experience with that or have experience wearing multiple hats. In addition, perceptive employee should be able to work autonomously, be a self-starter, and have initiative and lots of follow through.

Requirements

Roles and Responsibilities

Executive Responsibilities:

• Provide general administrative and clerical support such as; Mailing, scanning faxing and copying documents for Intake Department.
• Prepare and send any pertinent emails on behalf of the Executive Director.
• Attend all Board meeting as required and take accurate minutes as requested.
• Prepare agendas for Executive Director for any meeting as deemed necessary.
• Manage and maintain the Calendar for Executive Director of all Activities/meetings.
• Prepare monthly Newsletter by obtaining information of events/celebrations/training, etc., from each location.
• Arrange appointments/interview dates for any prospective applicants to meet with the Executive Director.

Program Director Responsibilities:

• Provide general administrative and clerical support such as; Mailing, scanning faxing and copying documents for Intake Department.
• Prepare folder and maintaining all Pre-employment records.
• Assure that each location submits all training records after pre-employment is completed.
• Assure that each location submits all the Agendas and Attendance Sheets to Program Director for all the semi-annual trainings.
• Prepare and distribute to all locations the semi-annual agendas submitted to Corporate office.
• Enter all pre-employment information in the Share Point/Worker Pool section and activate all new hires as per training certificates requests.
• Access Pre-employment training documents.
• Prepare Certificates for Signature and distribution to all locations.
• Prepare the Trainee list to obtain signature for delivery to the pertinent locations.
• Organizing all contract Agreements in pertinent Binders for Administration Department (3 Binders).
• Make all necessary copies.
• Maintain updated personnel files, which include gathering all pertinent document from all locations for filing.
• Take messages in the absence of Program Director or as required.
• Keep track and follow up on meetings and or trainings/conferences Program Director attends.
• Contact any entity for program functions as deemed necessary.
• Maintain and update Agency Programmatic policies as deemed necessary.
• Assist in gathering and reviewing the CACFP documentation for billing IDoA.

Intake Specialist Responsibilities:

• Provide general administrative and clerical support such as; Mailing, scanning faxing and copying documents for Intake Department.
• Cover Reception desk during lunch and/or as required.
• Assist or perform dissemination off all necessary documents to all locations for Intake Department as needed.
• Contacting CCU’s or MCO’s as deemed necessary.

Basic Qualifications

Qualifications include:

• Education: Bachelor’s Degree in related field
• Experience: 1 year of administrative experience
• Strong problem resolving ability required, with the ability to assist with complex problems in the field from a remote location
• Computer skills required - familiarity with Microsoft suite (Word, Excel, Outlook, etc)
• Excellent communication skills, including oral, written and presentation
• Self-motivated, creative, flexible and results driven
• Ability to be a productive team member/player

Working conditions

Primary location: USA-IL-Roselle

Education level: Bachelor’s Degree

Travel: Within Chicagoland

Manager: Executive Director