Senior Administrative Assistant, Resident Engagement
Under the general direction of the Resident Engagement Manager, this position assists in matters related to and provides general administrative support to the Resident Engagement Department. This position is responsible for creating, preparing, proofreading, verifying, and editing routine materials for accuracy and clarity. Utilizes advanced computer skills to prepare correspondence, reports, charts, tables, graphs, and forms.
Major Activities (Typical Duties/Responsibilities)
- Represent CIHA in a positive and professional manner in a variety of settings while maintaining appropriate and supportive relationships with CIHA residents, staff, volunteers, and partners.
- Update, scan, track, report and organize department information using Excel, Outlook, Reqlogic, TenMast and other computer applications.
- Assist with the creation and distribution of Resident Engagement forms, newsletters, correspondence, and other written communications.
- Oversees the day-to-day administrative needs of the Resident Engagement Department such as printing, copying, scanning, invoice processing, credit card payments, budget reconciliation, updates to shared calendar, tracking departmental deadlines, maintenance of contact lists and organization of files, supplies, supply inventory and storage closets.
- Assist with the organization, administration and tracking of Mobile Food Pantry, Commodity Supplemental Food Program (CSFP), Summer Farmers Market Nutritional Program (SFMNP) and Salvation Army lunch program.
- Assist in the tracking and recognition of resident engagement volunteers.
- Assist in the collection, tracking and reporting of resident referrals, activity participation and program outcomes.
- Prepares expense reports, such as mileage reimbursements, data reimbursements, credit card statements, and purchase requisitions. Maintains accurate up-to-date record of expenditures.
- Coordinate Resident Engagement vehicle use and maintenance. May drive a 15-passenger van along pre-approved routes if needed, picking up and discharging residents of senior housing at designated and approved locations.
- Performs related duties as assigned.
Skills and Abilities
- Excellent oral and written communications skills; including the ability to establish and maintain cooperative and effective working relationships with others – both internally and externally.
- Excellent interpersonal skills using tact, patience and courtesy.
- Ability to understand and follow oral and written directions.
- Excellent organizational skills and ability to work with minimal supervision.
- Excellent attention to detail with the ability to adapt quickly, trouble-shoot, multi-task and prioritize a variety of tasks concurrently.
- Handles confidential information professionally and consistently with legal and ethical policies.
- Excellent research and record keeping skills.
- Knowledge of word processing and database software with advanced skills in Microsoft Office Suite.
Education and Experience
- High school graduate or GED.
- Associates degree in business management, social services or related field preferred; experience can be substituted on a year for year basis.
- Two years experience in office administration or related area.
- Experience with demonstrated ability to work with a diverse demographic.
- Valid Alaska driver’s license.