Administrative Assistant to the Vice President of Foster Care ID-3807

January 14, 2025

The Administrative Assistant supports the Vice President of Foster Care and the Foster Care Team to perform, coordinate and oversee administrative duties and mid-level projects while providing an extensive level of support, acting with little supervision, to anticipate needs while managing the day to day workflow and prioritizing various projects, which includes scheduling; engaging with Foster Care team, customers & dealers/vendors; project coordination; document and report creation; preparing materials for meetings, and participating in a wide range of special projects.

Job Responsibilities
• Manages and maintains the Vice Presidents and Directors schedules, appointments, travel arrangements, and meetings:
Coordinates Vice Presidents schedule as needed.
This includes proactively (weekly/daily) setting up and keeping track of meetings, appointments, conference calls, external engagements, etc.
and ensuring the Vice President is aware of their scheduled obligations.
• Understand Vice Presidents and Directors priorities and act accordingly, awareness of which calls need to be taken, which meetings cannot be moved, when lunch should be scheduled, etc.
• Plan and coordinate group meetings, events and outings (reservations, coordinating payment, communicating details, etc.).
• Performs a wide range of administrative data functions associated with recruitment, onboarding, performance management and training within various technical systems in accordance with agency policies and compliance regulations.
• Reads, researches, routes correspondence.
Collects and analyzes information; prepares reports and presentations; drafts letters and documents.
• Processes and submits various invoices, payment and reconciles monthly bills.
• Provides administrative and customer support including but not limited to answering phones, greeting guests, directing inquiries, filing, distributing and logging mail, maintain copies forms and documents, purchases supplies, scheduling and coordinating meetings, prepares memos and correspondence when needed.
• Assist with various special projects as needed.
• Serves on various agency committees.
• Perform other duties as assigned.
Core Competencies (Knowledge, Skills & Abilities)
• Ability to multi-task and work in a fast-paced environment; must be able to work flexible schedule as needed.
• Must have excellent written and oral communication skills including data entry.
• Must have excellent organization and time management.
Proven attention to detail skills.
• Demonstrated skills and working knowledge of MS Office programs.
• Knowledge of administrative and clerical procedures and systems such as managing files and records, note taking, running reports, designing forms, office terminology and other office related tasks.
• Demonstrated knowledge of principles and processes for providing customer and personal.
Must be able to respond effectively to sensitive inquiries and complaints.
• Must be able to maintain confidential and sensitive information.
• Experience with Electronic Health Record.
• Understanding of foster care terminology.
• Must have a v alid Drivers License, with acceptable driving history to the Agency, and a reliable vehicle.
• Ability to work with an economically and culturally diverse.
Job Requirements
• Minimum of High School diploma/GED required; Associates degree preferred.
• Minimum 2-4 years of Administrative Assistant Experience required.
Salary
• Minimums and maximums may vary based on skills, experience and other relevant factors.
• Beginning hourly wage $19.23/hour ($39,900 annually) to $20.67 ($42,900 annually).
Equal Opportunity Employer
Berkshire Farm Center & Services for Youth is an equal opportunity employer and does not discriminate on the basis of age, race, creed, color, national origin, sexual orientation, military status, sex, pregnancy, gender identity or expression, disability, marital status, or any other basis covered by appropriate law.
We are committed to fostering an inclusive, equitable, and accessible environment where diversity is valued and recognized as a source of strength and enrichment.
We seek to attract talented people from a diverse range of backgrounds and cultures.
As a federal contractor, Berkshire Farm Center & Services for Youth will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractors legal duty to furnish information.

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