Administrative Assistant VM Community Resources

Associated Catholic Charities Baltimore , MD 21203

Posted 7 months ago

Job Details

Associates degree is preferred

Current driver's license w/ no more than 3 points
2-3 years related experience

SUMMARY:

Provides direct administrative support to the Administrator. Supports VMCR Site Management/locations by providing information/data, training and other support functions as assigned.

  • Experience in a medical setting is a plus

JOB DUTIES / RESPONSIBILITIES:

  • Provides primary administrative support to the Administrator. Maintains Administrators schedule of meeting times, locations and availability. Reviews schedule in advance and prepares all necessary materials in preparation for each days scheduled meetings. Maintains Credit Card receipts/documentation and submits to accounts payable for processing.

  • Establishes, maintains and revises as required electronic scanning, emails, and manual filing systems keeping files and emails current or shredding documents as needed.

  • Composes and /or produces materials prepared by the Administrator such as general correspondence, reports, and other written material in a timely and accurate manner and distributes as directed.

  • Assists in the preparation of department proposals, including their review, organization, copying, delivery and other related tasks as required.

  • Prepares a variety of specialized and recurrent reports, minutes and summaries and similar documents which require high degree of accuracy, attention to detail and timeliness.

  • Coordinates and/or completes special projects as assigned.

  • Attends, records minutes of and coordinated to provide technology needs of monthly VMCR Managers meetings.

  • Utilizes comprehensive working knowledge of VMCR referral, intake and psychiatry model to assist in the development and maintenance of applicable policies and procedures.

  • Working in conjunction with VMCR Site Managers, oversees and coordinate various processes and procedures and provides training and support to all site clerical/support staff to ensure ongoing compliance with all applicable policies, procedures and regulatory requirements.

  • Provides periodic notification/s to VMCR sites related to required reports and documentation for the department and finance to ensure timely submission. May assist with compiling and maintaining site reports for Health & Safety Committee as assigned.

  • Performs other related duties as assigned.

MINIMUM QUALIFICATIONS / REQUIREMENTS:

High School graduate with 5-7 years' experience in administrative support function, including 3 years support to an Administrator or Department Head level and 1 year supervisory experience.

Must be able to move freely between locations which may or may not be accessible to individuals with physical disabilities.

Position requires long periods of sitting, standing, and bending. May require the ability to transport boxes, equipment, supplies. May need to lift/carry approximately 10-20 lbs. on an as needed basis.

SKILLS / COMPETENCIES:

  • Ability to utilize computer systems and software necessary to perform position functions effectively including advanced skills in Microsoft Windows, Word , Excel, Access programs and others in order to complete documents, reports and statistical materials.

  • Requires effective oral and written communication and interpersonal skills to facilitate interactions with other staff and various stakeholders both internal and external to organization.

  • Strong organizational and time management skills with strong attention to detail and accuracy. Ability to prioritize responsibilities, demonstrate initiative, and function with self-direction and limited supervision within identified scope of position.

  • Respects children's and family's rights by recognizing the dignity of each individual and maintaining the confidentiality of all client information.

  • Maintains the environment of care by complying with therapeutic standards, risk management policies, and procedures for maintaining client safety.

  • Contributes to Performance Improvement at the individual, department, and agency levels.

  • Accurately applies knowledge of treatment approaches appropriate to the physical and developmental age of clients served.

  • Understands and applies policies and procedures for infection control.

  • Attends all required training and in-service courses to meet Child and Family Services standards.

  • Promotes the mission, vision, and values of Child and Family Services and Associated Catholic Charities.

  • Is mindful and respectful of clients' potential trauma history in their interactions and approach to clients and their families.

CATHOLIC CHARITIES COMMITMENTS:

The responsibilities of this position must be consistently performed using the following behaviors:
1.Honor and respect the Dignity of every person.
2.Encounter each person with Compassion.
3.Act with Humility.
4.Reach out to others in a spirit of Collaboration.
5.Serve with Excellence.
6.Act with Integrity in everything you do.

Catholic Charities of Baltimore is an equal opportunity employer.


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Administrative Assistant VM Community Resources

Associated Catholic Charities