ROLE SUMMARY
The Administrative Assistant for the Avis and Mark Ridley-Thomas Life Learning Center is responsible for providing general administrative support to the department.
This includes managing referrals and authorizations, tracking flex funds, managing enrollment of cases in FSP and other mental health services, housing, employment services and other supports offered by the Life Learning Center.
ESSENTIAL RESPONSIBILITIES
Provides administrative support to the Life Learning Center, including answering calls, reading and routing incoming mail and managing program master calendar.
Prepares, maintains, and updates a variety of documents including drafting and editing emails, preparing meeting agendas, recording minutes and maintaining project files.
Prepares a variety of standard documents and reports including but not limited to: census reports, participant files, mailing lists, budget and supply reports, contract compliance and renewal documentation, client attendance reports and other similar projects.
Responsible for conducting research, data analysis and preparing reports relevant to program needs.
Manages referrals and authorizations, tracks flex funds, manages enrollment of cases in FSP and other mental health services, housing, employment services and other supports offered by the Life Learning Center.
Corresponds with DMH and program staff to support transitioning of cases between programs.
Tracks and prepares reports regarding outcomes, as well as creates and updates tracking tools for housing program.
Creates marketing tools to promote services and resources relevant to our clients and staff.
Schedules and arranges logistics of internal and external meetings and special events, in-person and virtually.
Maintains and communicates staff attendance as necessary.
Provides consistent presence at Drop-In center and connects youth to service providers.
Oversees maintenance of Drop-In Center and shared staff space to ensure a clean and welcoming environment, secures the necessary supplies, food and equipment for meetings, special events and activities.
May be asked to help clean up after events.
Responsible for managing inventory of general office supplies and materials needed for specific program projects.
Maintains the programs library, periodicals and other professional resources.
Supports program in creating workflows, policies, procedures and tools to support integration of contracts and services within the program.
Interfaces with the Administration Department to purchase equipment and supplies.
Manages requisitions for the department.
Collaborates with other administrative support staff on routine and special projects that support interdepartmental and organization-wide functions.
Monitors and manages pending projects and follows up to ensure execution.
Other duties as assigned
QUALIFICATIONS
Education and Experience:
A High School diploma is required.
Bachelors degree from an accredited college or university is highly desired.
A minimum of two years of progressive administrative experience in support of a busy is required.
Bilingual (Spanish) skills are preferred.
Certificates, Licenses and Registrations:
Must possess and maintain a valid CA drivers license and insurable driving record.
Knowledge, Skills and Abilities:
A strong commitment to advancing Wellnests mission.
Demonstrated project management experience with the ability to efficiently meet deadlines.
Exemplify superior organizational skills and an ability to effectively manage multiple priorities simultaneously. Ability to work independently and exercise sound judgment and discretion Ability to maintain a high level of ethical and professional standards in accordance with agency and community policy Excellent communication skills that are rooted in accurately and effectively conveying information.
Be a self-starter and demonstrate an ability to solve problems.
Strong interpersonal skills and ability to build and cultivate relationships to work effectively with a variety of stakeholders.
Skilled in engaging and working with diverse individuals and groups to accomplish established goals.
Advanced proficiency with Microsoft Office suite (i.e., MS Word, Excel, PPT, and Outlook).
General ability to adapt to new technology systems and applications.
Ability to thrive in a fast-paced and achievement-oriented environment.