Job Description

Administrative Assistant (Part-Time) at CHS Middletown Center summary:

The Administrative Assistant supports the Center by coordinating meetings, managing communications, and organizing materials to ensure smooth operations. This role provides comprehensive administrative assistance to the Center Director and leadership team, including handling clerical duties, scheduling, and supply management. The position requires strong organizational skills, project management, and the ability to work in a fast-paced, mission-driven environment.

The Center Administrative Assistant is excited to work for an organization whose mission is to support children and their families. The individual will be responsible for coordinating meetings and events, tracking tasks, and organizing communications and associated materials for the Center. The Administrative Assistant will ensure that events and communications remain on track and organized per the goals of the Center leadership team. This individual will provide administrative support to the Center Director and Center leadership team. Starting pay is in the range of $16.56 - $22.11 per hour, based on expertise.

Responsibilities:

• Greeting and assisting visitors, staff, and families to CHS Middletown
• Performing general clerical duties
• Experience with Purchase Orders, Invoices, and Contracts
• Coordinating internal and external meetings and managing staff appointments
• Maintaining and organizing paper and electronic files/records and easily tracking up-to-date documents and audit trails
• Working closely with the Center Director and leadership team on ad-hoc activities and administrative duties
• Taking notes, organizing calendars, and managing internal office events
• Coordinating, consolidating, and disseminating information
• Drafting correspondences, creating reports, and PowerPoint presentations
• Sorting and distributing internal mail and arranging outgoing mail
• Ordering, maintaining, and coordinating supplies for CHS Center staff
• Developing new office procedures including fiduciary processes
• Troubleshooting and coordinating repairs to office equipment
• Replying to general public inquiries through email, telephone, or in-person
• Booking conference rooms/calls, hotel, and travel for senior team members at the Center
• Providing office oversight and other duties as needed

Qualifications:

• Bilingual (strongly preferred)
• High School Diploma or equivalent
• At least 3 years of experience in an administrative assistant role or similar (experience helping to launch a new office is preferred)
• Demonstrated understanding of and ability to effectively work with low-income families
• Comfortability with technology including MS Office Suite (Outlook, Word, Excel and PowerPoint) and/or willingness to learn
• Excellent project management skills, including time management, organizational skills, ability to multi- task, and prioritize assigned tasks
• Self-motivated, enthusiastic, and cares about working in a mission-focused organization
• Willingness to be held accountable and receive feedback
• Ability to lift ~25 lbs., and be flexible with light physical activity such as opening filing cabinets and bending/standing as necessary
• Ability to work in a fast-paced environment with changing priorities
• Ability to proactively identify problems and implement solutions
• U.S. work authorization and successful completion of pre-employment background checks and clearances
• Commitment to the mission and values of CHS and MHS and demonstrated high degree of integrity as all CHS and MHS staff are considered to be role models for students

Keywords:

Administrative support, Meeting coordination, Task tracking, Clerical duties, Calendar management, Communications, Project management, Office procedures, Customer service, Bilingual

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