General Responsibilities:
Provide advanced administrative support to the Senior Director of Residential Services and the Residential Department, supporting coordination of departmental operations through administrative and organizational functions. Responsibilities include managing calendars and scheduling, preparing reports and meeting materials, maintaining departmental records and documentation systems, and compiling and organizing data in multiple formats.
Review, edit, and finalize departmental reports, presentations, correspondence, and other documents to ensure accuracy, completeness, and professional quality. Independently research, compile, and retrieve information from records, emails, meeting minutes, databases, and other sources to support departmental operations and leadership requests.
Support communication and workflow across the department by assisting with general inquiries from staff, leadership, and families and helping to coordinate meetings and meeting spaces as needed. Assist with ensuring the timely completion of administrative tasks, tracking requests, and maintaining organization across multiple priorities within the department.
Maintain departmental files and records in accordance with agency policies, record retention requirements, and compliance standards. Prepare data summaries, reports, and other materials to support departmental planning, operations, and decision-making.
Demonstrate strong attention to detail, accuracy, and professionalism in all work performed. Operate with a high degree of independence while following established policies and procedures and maintaining effective working relationships with Babcock Center personnel, external stakeholders, and community partners.
Must be motivated, self-starting, and capable of managing multiple assignments while meeting deadlines. Exercise sound judgment, maintain confidentiality of sensitive information, and ensure all work products are accurate, complete, and of professional quality.
Maintain departmental files and records in accordance with agency policies, record retention requirements, and compliance standards. Prepare data summaries, reports, and other materials to support departmental planning, operations, and decision-making.
Duties:
- Research, gather, and compile attendance information for recreational and community engagement activities, ensuring accurate tracking and documentation. Support planning, scheduling, and coordination of activities by organizing participant information, maintaining attendance records, and assisting with reporting and logistical needs related to recreational and community engagement events.
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Manage, prepare, and distribute ICF and CRCF winter and summer menus by copying, collating, and ensuring timely and accurate distribution to appropriate locations in accordance with departmental procedures.
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Purchase and coordinate supplies and vendor services, in accordance with Babcock Center’s Procurement Policy, ensuring compliance, accuracy, and timely processing of departmental needs.
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Create and process requisitions for the Residential Department as needed, ensuring accuracy, compliance with procurement procedures, and timely submission to support departmental operations.
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Provide advanced administrative support to management, directors, and the Residential team through calendar management, meeting coordination, communication support, and general administrative functions. Responsibilities include managing multiple assignments simultaneously such as data entry, file maintenance, telephone communications, and email correspondence, while responding to changing departmental needs in a fast-paced environment.
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Prioritize administrative requests to ensure efficient departmental operations and timely completion of assignments, supporting effective workflow and communication across the Residential Department.
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Prepare and maintain routine and requested departmental reports, ensuring information is accurate, complete, and submitted in a timely manner.
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Independently research, compile, and retrieve information from records, emails, meeting minutes, databases, and other sources to support leadership requests, departmental initiatives, and operational needs.
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Proactively identify opportunities to improve administrative processes, reporting systems, and workflow efficiency through independent research, analysis, and implementation of process improvements.
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Maintain departmental records, files, and documentation systems, ensuring accuracy, organization, compliance with record retention requirements, and adherence to agency policies and procedures.
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Create, prepare, and maintain departmental reports, presentations, spreadsheets, correspondence, and other business documents, ensuring accuracy, completeness, and professional presentation.
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Coordinate and communicate with multiple departments to facilitate information sharing, resolve administrative issues, and support departmental operations.
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Maintain working knowledge of and ensure compliance with Babcock Center’s Policies and Procedures, applying them consistently in daily administrative functions.
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Participate in scheduled staff and departmental meetings, contributing relevant updates, documentation, and administrative support as needed.
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Identify, document, and promptly report concerns related to security, vandalism, theft, or other workplace issues in accordance with established procedures.
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Exercise sound judgment in maintaining confidentiality and safeguarding sensitive information related to individuals served, employees, and organizational operations.
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Maintain a professional and respectful working demeanor in all interactions with professional staff, peers, supervisors, and external stakeholders.
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Contribute to maintaining a positive, organized, and efficient work environment that supports effective departmental operations.
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Provide backup support for front desk/receptionist functions as needed.
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Assist with company fundraisers, events, and activities by providing administrative and logistical support as assigned.
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Perform other duties and responsibilities as assigned to support departmental and organizational needs.
Qualifications:
- High school diploma or GED.
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2 years of experience supporting upper level management.
- Excellent verbal and written communication skills.
- Exceptional organizational skills.
- Must have sincere desire to assist clients, staff, visitors, and family members.
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Ability to multi-task effectively.
- Advanced Proficiency with the Microsoft Office Suite including Outlook, Word, Excel, and PPT.
- Proficiency with internet functionality and usage.
- Proficient with telephone skills, filing procedures, and other general clerical duties.
- Ability to maintain courteous and effective communication.
Working Hours:
The Sr. Administrative Assistant, Residential Services is expected to work 40 hours per week. Typical hours are 8:00am-4:30pm however, this person must be willing to work a flexible schedule to conduct agency business when necessary.
Working Conditions:
Works in a well-lighted and well-ventilated office area. Sits, stands, and walks during the workday. Subject to working relationships with all employees of Babcock Center and other program staff.
Supervision:
The direct supervisor for the Administrative Assistant, Residential Services is the Senior Director of Residential Services.
Typical Physical Demands:
Sitting, standing, bending, stooping, reaching, frequent lifting, and manual dexterity sufficient to operate standard office machines. Must have a normal range of hearing and vision.
Typical Mental Demands:
Must be able to deal with stress associated with fast-paced work environment and multi-tasking. Formulate decisions and act upon them. Adapt to changing work situations. Grasp and apply new ideas. Communication with various personalities at all levels.
Hazards/Potential Hazards:
Cleaning chemicals, ergonomic hazards: static postures, repetitive motion, trip hazards such as file drawers and electrical wires video display terminals.
