What are the responsibilities and job description for the Administrative Assistant/Office Coordinator position at Metro Home Health Care?
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
