The Administrative Assistant will play a crucial role in supporting the operations of 4 Sisters Solutions, a case management organization dedicated to building healing relationships and expertly navigating families to permanency. This position ensures healthy day-to-day administrative functions, enhances organizational efficiency, and provides essential support to program and leadership staff.
Essential Job Functions
Administrative Support
* Manage correspondence, including emails, phone calls, and mail distribution.
* Maintain organized records of client data, meeting notes, and organizational documents.
* Prepare, edit, and format documents, reports, and presentations as needed.
- Scheduling and Coordination
* Organize and maintain calendars for leadership and program teams.
* Schedule and coordinate meetings, trainings, and events, including virtual sessions.
* Ensure meeting agendas and materials are prepared and distributed in advance.
- Office Management
* Maintain office supplies and ensure smooth functioning of office equipment.
* Liaise with vendors, service providers, and building management as necessary.
* Monitor and process incoming and outgoing payments, invoices, and reimbursements.
- Data Entry and Reporting
* Accurately input and update data into internal systems and databases.
* Assist with compiling data for program evaluation, grant reporting, and audits.
* Generate reports to support program and fundraising initiatives.
- Team and Program Support
* Provide logistical and clerical support to program staff and leadership.
* Assist with onboarding new employees and volunteers, ensuring proper documentation.
* Serve as a point of contact for clients, partners, and other stakeholders as appropriate.
- Compliance and Confidentiality
* Maintain strict confidentiality of sensitive client and organizational information.
* Ensure adherence to organizational policies and procedures.
Required Education/Training/Certifications
High school diploma or equivalent required; associate's or bachelor's degree preferred.
2+ years of administrative experience, preferably in a non-profit or social services setting.
Skills
- Strong organizational skills with attention to detail, accuracy, and timeliness
- Strong verbal and written communication
- Teaming
- Problem solving
- Active listening
- Social perceptiveness
- Critical thinking
- Adaptive technical skills to navigate software that might be unfamiliar or used infrequently such as Teams, SharePoint, etc.
It is the policy of 4-Sister's as an Equal Opportunity Employer, to recruit, hire and promote to all job classifications without regard to race, color, national or ethnic origin, religion, age, sex, disability, political affiliation, sexual orientation, gender identity, protected veteran status or any other protected class.
We are a drug-free workplace.
Job Type: Full-time
Benefits:
- Health Insurance
- Dental insurance
- Employee discount
- Flexible spending account
- Life insurance
- Paid time off
- Professional development assistance
Schedule: This position will primarily work traditional business hours in an office setting. There may be some travel within service areas.