Administrative Assistant

Sacred Path Indigenous Wellness Center

Job Location:

Long Beach, NY - USA

Hourly Salary: $ 20 - 25

Posted on: 2 days ago

Vacancies: 1 Vacancy

Job Summary

Job Purpose/Summary

The Administrative Assistant at Sacred Path Indigenous Wellness Center plays a crucial role in providing administrative and organizational support to ensure the smooth functioning of the agencys operations. This role involves assisting in various administrative tasks maintaining records coordinating communication and contributing to the efficient operation of the agencys programs and services. They are responsible for gift card purchases/distribution ensuring the timely submission of timesheets/invoices and tracking credit card purchases and documentation. They support programs in fulfilling funding source requirements (e.g. maintaining databases preparing applications/reports tracking required information setting up calendars) and keep the Resource Center Manager and CEO updated on any problems. The Administrative Assistant provides assistance to the Resource Center Manager CEO and select members of the team. Must be in office unless otherwise directed by their supervisor or CEO.

Essential Duties & Responsibilities

Assist in day-to-day administrative tasks such as data entry document preparation and record-keeping
Attend meetings and take notes
Set up and maintain calendars
Maintain databases and submit reports to fulfill contract requirements
Register clients with Sacred Path and enroll them in the Family Resource Center.
Manage gift card purchase and distribution process as well as other program purchases
Assist in the logistical planning and coordination of agency events workshops and training sessions
Assist with food preparation or pick ups for events set up clean up for workshops or events when needed
Help prepare materials (e.g. flyers sign-in sheets) set up venues and provide on-site support during events.
Maintain communication with internal staff to facilitate smooth operations
Attend outreach/workshops/events as needed.
Schedule Zoom meetings
Assist in coordinating office equipment maintenance and repairs
Assist with administrative support for the Sacred Path DayCare facility
Assist in processing invoices & reimbursements; tracking expenses and maintain accurate financial records.
Handle sensitive client and personnel information with discretion and maintain strict confidentiality
Ensure compliance with agency policies procedures and relevant regulations
Keep the Supervisor/CEO well informed regarding activities pending issues and potential problems.
Complete tasks by the deadline and work with the team to meet goals.
Occasional evening and or weekend work may be required
Other duties as assigned or required to fulfill the mission of Sacred Path.

Experience & Qualifications

Minimum 3 years experience in administrative roles or office management
Proficiency in Microsoft Office (Word Excel PowerPoint) Google Workspace Zoom
Strong organizational skills with attention to detail and accuracy
Ability to type at least 30 words per minute
Excellent communication and interpersonal skills
Able to manage multiple tasks prioritize effectively and use sound judgment
Proactive planner and willing to learn new skills
Experience managing databases and evaluations
Able to work independently and with a team in a professional and efficient manner

Education

Bachelors degree

License/Certifications

Not applicable

Patient Care and Customer Service

Deliver exceptional customer service to clients and their families addressing inquiries concerns and complaints in a timely and compassionate manner.
Resolve any issues related to patient care or service delivery and escalate matters as necessary.

Communication/Interpersonal Skills

Interact with people in a professional and respectful manner both verbally and in writing.
Some key skills in this area include active listening clear verbal/written communication empathy compassion cultural humility conflict resolution problem-solving collaboration time-management advocacy adaptability and adhering to ethical standards such as confidentiality.

Technology Skills

Must be able to use a computer or laptop to complete needed tasks for the job
Excel Word Google Workspace (Sheets Docs) iPad electronic health record
Utilize technology tools for virtual meetings

Position Qualification Preferences

Experience working with the American Indian/Alaska Native community.

Work Environment

The work environment characteristics described here are typical of those an employee will encounter while performing the primary functions of this job. Normal office conditions exist and the noise level in the work environment can vary from low to moderate.

Physical Demands

The physical demands described are typical of those required by an employee to perform the primary functions of this job successfully. While performing the duties of this job the employee is required to stand walk frequently sit bend twist talk and hear. There are prolonged periods of sitting keyboarding reading as well. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include reading distance computer and color vision. Talking and hearing are essential to communicate with vendors and staff.

Mental Demands

There are various deadlines associated with this position. The employee must also multi-task and interact with many people on a variety of issues.

Performance Expectations

In the performance of their respective tasks and duties all employees of Sacred Path are expected to conform to the following:

Uphold professional ethics and confidentiality in handling sensitive information and maintaining client privacy.
Adhere to all relevant policies procedures and regulations ensuring compliance with healthcare and social service industry standards and best practices.
Interact in an honest trustworthy and dependable manner with clients employees and vendors keeping in mind the primary purpose of client care and safety.
Possess cultural awareness and sensitivity
Demonstrate proficiency in the essential job duties and responsibilities consistently meeting or exceeding performance targets and quality standards.
Be proactive in anticipating challenges and bring concerns to the attention of the CEO/Supervisors as soon as possible.
Maybe required for events to show up

Compensation: $20.00 - $25.00 per hour

Sacred Path Indigenous Wellness Center was developed to contribute to the wellness of American Indian/Alaska Native communities by engaging key strategies to provide much needed culturally-relevant integrated trauma responsive health and behavioral health services conduct community-based participatory research and provide technical assistance training and consultative services to other tribal and urban Native organizations.

Job Purpose/SummaryThe Administrative Assistant at Sacred Path Indigenous Wellness Center plays a crucial role in providing administrative and organizational support to ensure the smooth functioning of the agencys operations. This role involves assisting in various administrative tasks maintaining r...