SMP Administrative Assistant

AgeSpan

About Us: Since 1974 our agency has strived towards supporting an individuals desire to make their own decisions secure their independence and remain living independently in the community. We are proud of our employees who make this possible every day. Our agency is a thought-leader a nationally known generator of new ideas because it welcomes creativity your ideas. It is an outstanding place to work stimulating friendly collaborative. We offer competitive salaries generous vacation time and an excellent work/life balance. We value diversity and encourage career growth. If you have a passion for improving the lives of the elderly community and enjoy working in a diverse team driven by its mission youve found the right place!

At AgeSpan youll find a work environment that combines:

• A refreshing culture that is supportive collaborative and encouraging of diverse perspectives and backgrounds.
• A focus on innovation with a team recognized for developing and implementing innovative programs and novel solutions.
• Encouragement of your development through opportunities to get involved use your voice and gain new knowledge and skills.
• A satisfying balance between your work and personal life including a flexible workplace generous paid time off and wellness programs.

Depending on your role and your hours we offer

• Flexible schedule and hybrid work opportunities
• Competitive salaries
• Healthcare (medical dental)
• 403b Retirement Plan with agency match
• 20 Vacation Days 12 Sick Days and 12 Paid Holidays
• Social Work Licensing Program
• License Renewal Paid by agency for RNs and Social Workers
• Mileage reimbursement
• Free parking
• Employee Referral Bonuses
• Employee Assistance Program
• Tuition Remission Program
• Agency subsidized gym membership (on-site in Lawrence)
• Commitment to promoting within

Position Responsibilities: The Administrative Assistant plays a pivotal role in supporting all administrative functions of the MA SMP Program. Responsibilities include assisting with data organization and entry forms and document management meeting preparation mailings and program material management.

Core Administrative Assistant Duties:

1. Collaborate with MA SMP Program director and staff on program implementation requirements. Provide program support with the Senior Medicare Patrol Programs Information and Reporting System (SIRS) national database.
2. Collaborate with MA SMP Program director and staff with the scheduling of monthly SMP Foundation Trainings SMP Presenter Trainings and assist with mailing of materials to volunteers SMP Program partners and consumers.
3. Collaborate with MA SMP Program director to plan coordinate and schedule all virtual hybrid and in-person meetings such as Statewide Advisory Committee Meetings Marketing and Enrollment Task Force monthly meetings and other SMP Program events as needed.
4. Ensure that updated MA SMP Program forms documents and all training materials (digital and hardcopy) are maintained and filed accordingly as well as uploaded to the SMP Resource Center Library.
5. Collaborate with MA SMP Program director in the reviewing and processing of monthly SIRS data entry to ensure accurate SIRS reports.
6. Perform programmatic administrative functions as assigned including but not limited to transcribing and distributing of meeting minutes filing and processing all program invoices.
7. Coordinate MA SMP Program Events Calendar with Outreach and Education Coordinator and prepare bulk mailings for volunteer presenters and/or providers across the state.
8. Ability to lift and transport up to 30 pounds of MA SMP Materials such as journals banners etc.
9. Assist with uploading of documents in support of consumer complaints to the SIRS database.
10. Responsible for the monitoring of MA SMP Programs inventory of marketing items and ensure timely replenishment by consulting with MA SMP Program staff.
11. Cross train on general team functions to ensure adequate coverage when others are out of the office.
12. Attend all MA SMP Program Team Member Meetings Community Programs Monthly Staff Meetings and AgeSpans All Staff Monthly Meetings.
13. Complete the MA SMP Programs Foundation Training and other agency required trainings.
14. Other related duties as required.

Requirements: Associates Degree with one to three years of administrative experience strongly preferred. High school diploma with at least five years of administrative experience may be considered. Proficient in Office 365 with the ability to master new procedures with minimal oversight; strong interpersonal and organizational skills attention to detail ability to prioritize multitask and work well in a fast-paced team environment. Must work well independently as well as collaboratively.

Hours: 30 hours per week

Our Commitment to Diversity and Inclusion

AgeSpan is strongly committed to fostering a professional environment that recognizes respects and encourages the unique contributions of a broad spectrum of qualified employees. It is important that our employees reflect the diverse communities we serve. We maintain a work atmosphere that allows people of varied backgrounds to grow professionally and contribute to our mission by promoting diversity equity inclusion and work-life balance.

Required Experience:

Junior IC