Administrative Assistant

Job Description

Job Description

Description:

Job Summary

Under the supervision of the Substance Use Disorder (SUD) Program Manager, the SUD Part-Time Administrative Assistant provides administrative and clerical support to the SUD program. This role supports day-to-day office operations, communication, scheduling, documentation, recordkeeping, purchasing/invoice routing, and other administrative tasks necessary to help the program operate efficiently.  

Key responsibilities include:

• Program/Office Administration: Provide day-to-day administrative support for the SUD office, ensuring smooth office operations, reliable recordkeeping, and organized program files and documentation. Manage calendars, meeting logistics, correspondence, supply needs, and routine administrative follow-up as assigned. 
•   Team Support: Provide administrative support to SUD program team members and relevant tribal departments by helping schedule meetings, prepare materials, organize records, and follow up on routine administrative items as directed. 
•   Communication: Maintain clear, timely, and professional communication with SUD program staff and collaborators so information is accurate, current, and accessible. 
•   Administrative Scheduling and Logistics: Assist with scheduling, room reservations, meeting preparation, materials, attendance tracking, and other logistical support as assigned by the SUD Program Manager. This position does not independently plan, coordinate, or implement SUD programs, events, or activities. 
•   Administrative Fiscal Support: Support purchasing, invoice routing, cost documentation, receipt organization, and basic expense tracking in accordance with policy and grant documentation requirements, under the direction of the SUD Program Manager. 
•   Documentation: Prepare, organize, and maintain administrative documentation for the SUD program, including files, logs, meeting materials, correspondence, and information needed to support accurate grant and program records.

Education and Experience:

• Two to three (2-3) years’ experience providing administrative, clerical, office support, or similar related support; or any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job. 
• High School Diploma or GED required. Administrative office experience is preferred. 

Requirements:

• Ability to work respectfully and effectively in a recovery-oriented setting, including regular interaction with employees in recovery and current/incoming clients, while maintaining appropriate boundaries, sensitivity, and confidentiality at all times. 
• Ability to learn and follow administrative, purchasing, invoice routing, and recordkeeping procedures, including required Abila training if assigned. Knowledge of 12-step philosophy and substance use disorder services preferred. Persons in recovery are encouraged to apply. 
• Strong computer proficiency, including the ability to use Microsoft Office, electronic records, online systems, and other technical tools needed to manage administrative and program-related tasks. 
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast paced, client-centered environment. 
• Ability to work effectively, sensitively, and confidentially in a substance-free, recovery-oriented environment with staff and clients in recovery. 

Special Requirements:

• CPR/First Aid certified or willing to obtain within the first 3 months of hire and maintained thereafter. 
• Ability to travel locally on occasion, as needed, to support administrative program needs. 

Additional Requirements:

• Must hold a valid driver’s license. 
• Must successfully complete a comprehensive background check and drug screening. 
• Must be able to travel locally for official business on occasion, as needed. 
• Must be able to occasionally adjust schedule, with advance notice and supervisory approval, to support administrative program needs.