Senior Administrative Assistant

Pay Rate: $25.00 (depending on education on experience)

Catholic Charities Senior Communities develops and operates affordable, supportive communities for older adults with a resolve to nurture a spirit of purpose, wellness, and harmony among both our residents and colleagues. We offer 24 locations in Anne Arundel, Baltimore, Garrett County and Harford Counties and Baltimore City.

Catholic Charities of Baltimore is currently seeking a Senior Administrative Assistant who will facilitate the efficient operation of the assigned area by performing a variety of administrative tasks to include financial record keeping, coordination of meetings and conferences, monitoring and ordering supplies, coordinating direct mailings, working on projects, and interfacing with all levels of the organization. The work schedule is Monday

• Friday, 8:30am

• 4:30pm.

JOB DUTIES & RESPONSIBILITIES:

• Coordinates and schedules travel, meetings, and appointments for managers or supervisors.

• Prepares schedules and agendas for meetings.

• Schedules, coordinates, and tracks information for managers and their staff.

• Identifies potential scheduling conflicts and recommends solutions.

• Maintains office supplies and coordinates maintenance of office equipment.

• Maintains a system for recording expenses and the use of petty cash, prepares and processes invoices, check requests, field expense vouchers, etc.

• Prepares and gathers all necessary materials in preparation for each day's events. This includes, but not limited to, meeting materials, presentation materials, reports, etc.

• Composes, proofs, and distributes correspondence and other written materials, such as meeting minutes, announcements, thank you letters, general correspondence, etc.

• Routes documents for appropriate approval and signatures.

• Research, plans, coordinates, and implements special projects and events as requested. Ownership for finding viable solutions and outcomes.

• Supports activities by preparing and sending announcements, coordinating registration, copying materials and ordering/setting-up refreshments.

• Performs other duties as assigned.

PROGRAM SPECIFIC DUTIES:

For senior communities:

• Provides support to entire admin and site based teams as needed.

• Tracks staff development.

• Manages the new hire process and onboarding of new employees, including division NEO

• Monitors the Resident Comment Line and ensures calls are handled according to internal process.

• Produces division wide communications.

• Exceptional planning and organizations skills

EDUCATION & EXPERIENCE REQUIREMENTS:

• Associate Degree in a business-related field.

• Five years of administrative experience or an equivalent combination of education and experience.

• Exceptional planning and organizations skills

REQUIRED SKILLS & ABILITIES:

• Advanced knowledge of clerical procedures and systems such as managing Outlook calendar, email, and recordkeeping.

• Excellent verbal, written communication skills, organizational skills, and attention to detail.

• Excellent relational and customer service skills.

• Ability to work with minimal direction or supervision.

• Basic knowledge of Finance, Human Resources and IT processes and procedures.

• Ability to act with discretion, tact, and professionalism in all situations.

• Requires the ability to utilize computer systems and software necessary to perform position responsibilities. Basic Windows PC, web browsing (i.e. Chrome, Internet Explorer, etc.), and Microsoft Outlook skills required. Other Microsoft Office application knowledge, such as Word, Excel PowerPoint, Teams, Box, and OneDrive desired.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

• Sedentary work that primarily involves sitting/standing.

• Moving about to accomplish tasks or moving from one work site to another.

• Communicating with others to exchange information.

• Repeating motions that may include the wrists, hands, and/or fingers.

We offer a wide range of benefits to meet the ever-changing needs of our employees including but not limited to:

• Health/Dental/Vision

• Vacation/sick/holiday pay

• 403(b) Retirement Plan with a discretionary employer contribution

• Tuition Advancement

• Paid Parental Leave

Join Catholic Charities of Baltimore where you will be an important member of a trauma-informed care organization that promotes a culture of safety, empowerment, healing, and self-care, and that believes that every person has infinite worth and promise.

Catholic Charities is an equal opportunity employer