Administrative Assistant and Case Manager

Job Description

Job Description

Job Purpose/Summary

The Administrative Assistant at Sacred Path Indigenous Wellness Center plays a crucial role in providing administrative and organizational support to ensure the smooth functioning of the agency's operations. This role involves assisting in various administrative tasks, maintaining records, coordinating communication, and contributing to the efficient operation of the agency's programs and services. They are responsible for gift card purchases/distribution, ensuring the timely submission of timesheets/invoices, and tracking credit card purchases and documentation. They support programs in fulfilling funding source requirements (e.g., maintaining databases, preparing applications/reports, tracking required information, setting up calendars) and keep the Resource Center Manager and CEO updated on any problems. The Administrative Assistant provides assistance to the Resource Center Manager, CEO and select members of the team. Must be in office, unless otherwise directed by their supervisor or CEO.

The primary responsibility of a Case Manager part of the position is to provide support and assistance to individuals receiving services at Sacred Path. Case Managers play a crucial role in helping clients access the resources and services they need to improve their well-being and overall quality of life. Case Managers collaborate with other members of multidisciplinary treatment teams to develop plans that address the client’s specific needs. (e.g., mental health, substance use, social, financial, academic, occupational, medical, cultural). The role involves providing linkages, resources, transportation, advocacy, and other forms of support.

Essential Duties & Responsibilities

• Assist in day-to-day administrative tasks such as data entry, document preparation and 
• record-keeping
• Attend meetings and take notes
• Set up and maintain calendars
• Maintain databases and submit reports to fulfill contract requirements
• Register clients with Sacred Path and enroll them in the Family Resource Center.
• Support the functioning and operation of the Day Care Center
• Manage gift card purchase and distribution process, as well as other program purchases
• Assist in the logistical planning and coordination of agency events, workshops, and training sessions
• Assist with food preparation or pick ups for events, set up, clean up for workshops or events when needed
• Help prepare materials (e.g., flyers, sign-in sheets), set up venues, and provide on-site support during events.
• Maintain communication with internal staff to facilitate smooth operations
• Attend outreach/workshops/events as needed.
• Schedule Zoom meetings
• Assist in coordinating office equipment, maintenance and repairs
• Assist in processing invoices & reimbursements; tracking expenses and maintain accurate financial records.
• Handle sensitive client and personnel information with discretion and maintain strict confidentiality
• Ensure compliance with agency policies, procedures, and relevant regulations
• Keep the Supervisor/Operations Manager and CEO well informed regarding activities, pending issues and potential problems.
• Complete tasks by the deadline and work with the team to meet goals.
• Occasional evening and or weekend work may be required
• Supporting the coordination, planning, and purchasing related to annual events such as powwows, etc. 
• On-site office management - coordinate and address any on site related issues (for example, working with building property management,) reception duties, inventory of office resources, help with developing office procedures, collaboration and support for all programs, ensuring that the office is ready for daily activities and programming. 
• Other duties, as assigned or required, to fulfill the mission of Sacred Path.
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  Experience & Qualifications
  • Minimum 3 years experience in administrative roles or office management
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, Zoom 
  • Strong organizational skills with attention to detail and accuracy
  • Ability to type at least 30 words per minute
  • Excellent communication and interpersonal skills
  • Able to manage multiple tasks, prioritize effectively and use sound judgment
  • Proactive planner and willing to learn new skills
  • Experience managing databases and evaluations
  • Able to work independently and with a team in a professional and efficient manner
  • Mental Demands
    There are various deadlines associated with this position. The employee must also multi-task and interact with many people on a variety of issues.
    Performance Expectations
    In the performance of their respective tasks and duties, all employees of Sacred Path are expected to conform to the following:
    • Uphold professional ethics and confidentiality in handling sensitive information and maintaining client privacy.
    • Adhere to all relevant policies, procedures, and regulations, ensuring compliance with healthcare and social service industry standards and best practices.
    • Interact in an honest, trustworthy, and dependable manner with clients, employees, and vendors, keeping in mind the primary purpose of client care and safety. 
    • Possess cultural awareness and sensitivity
    • Demonstrate proficiency in the essential job duties and responsibilities, consistently meeting or exceeding performance targets and quality standards.
    • Be proactive in anticipating challenges and bring concerns to the attention of the CEO/Supervisors as soon as possible.
    • Maybe required for events to show up
  • 
    Other Requirements
    • Eligible to work in the United States
    • Pass fingerprint clearance
    • Maintain annual negative TB test results on file
    • Pass a post-offer drug test
    • Possess & maintain a reliable vehicle, valid CA driver’s license and active auto insurance
    • Available to work evenings and weekends, as needed
    • Willing to travel, as needed