Job description

ADMINISTRATIVE ASSISTANT

TOGETHER THROUGH TRAUMA PROGRAM

JOB DESCRIPTION

POSITION OVERVIEW

The Administrative Assistant supports the administrative functions of the program under the direct supervision of the Together Through Trauma, Program Manager. The position will manage all office functions to include: answering phone calls, transferring messages, managing referrals, scheduling intakes, managing office supplies and many other related tasks.

KEY RESPONSIBILITIES

• Answer incoming calls, take messages and forward as necessary, check voicemail several times throughout the day.
• Collect new client information over the phone and schedule intake appointments.
• Answer questions regarding services offered.
• Manage referrals, respond to emails from the CFAR website and community partners regarding referrals within 24 hours. Keep management informed of any concerns with scheduling clients in a timely manner.
• Assist with scheduling meetings and ordering food when needed for community workshops.
• Assist with correspondence, complaints and queries.
• Prepare letters, presentations, reports as requested.
• Maintain an inventory list of office supplies and submit it to the Office Manager on a monthly basis. Manage office supply budget.
• Work collaboratively with Outreach Specialist around data collection.
• Participate in weekly staff meetings.
• Any special projects assigned accordingly by senior staff/upper management.

POSITION QUALIFICATIONS

Professional Experience/Educational Requirements

• High School Diploma or general education degree (GED) required. Associate’s Degree in Business Administration Preferred.
• 2 to 3 years of clerical, secretarial or office experience.

Position competencies/skill sets

• Personal integrity, ability to maintain confidentiality, and a strong commitment to quality.
• Demonstrated ability to foster cooperative and effective working relationships with employees, management and clients/customers.
• Detail oriented and self-directed.
• Ability to multi-task, prioritize, organize work, and meet changing deadlines.
• Clear and effective communication skills (verbal and written)
• A customer-service orientation, and great interpersonal skills.
• Strong working knowledge of Outlook, scheduling, spreadsheet development, document development, and presentation development.
• Comfortable with routinely shifting demands.
• Working knowledge of general office equipment.

PHYSICAL REQUIREMENTS

• Frequent communications, verbal and written.
• Regular interaction with internal agency staff, management, clients.
• Frequent standing, sitting, and moving within the workplace.
• Use vision and hearing to identify, observe and assess.
• Heavy daily use of technology (PC, applications, phones) to perform essential job functions.
• Occasionally lifts and moves material or objects weighing less than 40 lbs.

Please note, this job description does not attempt to itemize all the possible activities that may present themselves during the normal course of business. Nothing in this job description restricts management’s right to assign or reassign duties. The description reflects management’s assignment of essential functions and expectations.

About Us

CFAR is a not-for-profit community counseling center, located in Northeast Philadelphia, serving the needs of individuals, couples, families and children. We are the only non-profit agency in Philadelphia in which our entire clinical staff is trained/certified in Marriage & Family Therapy. We work off a core belief that the whole of a family is greater than the sum of its parts, therefore, our treatment services include everyone in the family that is willing to be involved. Our focus on the family unit, and not simply the individual, is a key differentiator of our services to clients. https://www.cfarcounseling.org/

CFAR is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, genetics, disability, age, veteran status, or any other characteristic protected by law.

Job Type: Full-time

Pay: $37,000.00 - $42,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Philadelphia, PA 19152: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative: 2 years (Preferred)

Work Location: In person

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