Administrative Assistant - Director of Behavioral Health and Crisis Services

Position Summary:

The North Central Administrative Assistant will provide high-level administrative support for the North Central Director of Behavioral Health and Crisis Services. The duties include managing the Director's calendar, scheduling appointments and meetings, handling correspondence, and coordinating travel arrangements. The AA will also be responsible for organizing and maintaining files and records, preparing reports and presentations, monitoring grants and contracts, and conducting research on behalf of the North Central Behavioral Health Services Director. Additionally, attend meetings and take minutes, as well as assist with project management, and event planning.

Responsibilities:

Calendar Management

• Managing the Director's calendar, schedule appointments, meetings, and events, and ensure the Director is well-informed of their daily schedule.

Travel Arrangements

• Making travel arrangements, including booking flights, hotels, and transportation, and preparing itineraries for business trips.

Correspondence Management

• Handling incoming and outgoing correspondence, including emails, letters, and phone calls
• Responding to inquiries on behalf of the Director.

Document Preparation

• Drafting, editing, and proofreading various documents, such as reports, presentations, and memos, to ensure accuracy and professionalism.

Meeting Coordination

• Organizing and coordinating meetings, including sending out meeting invitations, preparing meeting agendas and materials, staying aware of community meetings and inviting appropriate staff.
• Taking minutes during meetings.

File and Record Management

• Organizing and maintaining physical and electronic files and records, ensuring easy access and retrieval of information.

Research and Analysis

• Conducting research, gathering data, and preparing reports or presentations on various topics as requested by the Director.

Project Assistance/ Hiring

• Assisting with project management tasks, such as tracking deadlines, coordinating team members, and ensuring project progress.
• Communicate with HR and recruiting regarding open positions, track applicants and schedule interviews

Event Planning

• Assisting with the planning and coordination of staff, conferences, and meetings, including logistics, venue selection, and catering arrangements.

Confidentiality and Discretion

• Handling sensitive and confidential information with utmost discretion and always maintaining a high level of professionalism and confidentiality.
• Gather and process end of month Credit Card vouchers, stipends, and end of pay period timesheets
• Maintain basic knowledge of grants and contracts including staying current on budgets
• Initiate process of filling open positions, monitor progress on filling positions, help with onboarding and ensure credentialing and background checks are completed

Perform other duties as assigned.

Job Requirements:

The following requirements are those that are normally required for the performance of this position. Any disabled applicant who does not meet one or more of the requirements, but who can perform the essential functions of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.

Physical Requirements:

This position normally requires the physical demands of standing, walking, bending, lifting, or performing other work requiring low physical exertion, talking, and hearing on a regular basis to perform the job requirements. These physical demands are required up to 90% of the time.

Non-Physical Requirements:

Education

• Bachelor's degree in business administration or related field preferred; equivalent experience may substitute for degree (4 years)

Experience

• 7 years' experience as Administrative Staff or related experience preferred
• 3 years' experience required

Special Skills

• Ability to work independently, exercising independent judgment
• Ability to maintain confidentiality
• Ability to manage multiple projects, priorities and deadlines
• Acts as a role model within and outside the Agency
• Possess excellent organizational and time management skills
• Maintains a positive and respectful attitude
• Proven ability to work collaboratively with others
• Demonstrates flexible and efficient time management, and organization skills
• Strong communication and interpersonal skills
• Bilingual (Spanish/English) preferred, but not required

Licensure, Registration, Certification

• Valid Washington State driver's license and minimum required liability insurance for WA State
• Must be deemed insurable as determined by Catholic Charities' liability insurance provider

Employment is conditional upon:

• Being cleared by criminal background check and fingerprinting when required