Administrative Assistant

Job Description

Job Description

Description:

The Administrative Assistant is responsible for performing a range of clerical and administrative tasks to support daily operations in an office setting. A successful candidate for this position will be able to transition between projects for multiple departments, maintaining accuracy and meeting deadlines.  

EXAMPLES OF WORK DUTIES: (Any one position may not include all the following, nor do all the listed examples include all duties and responsibilities which may be required in each position.)

1. Welcome visitors to the office and guide to appropriate personnel.

2. Maintain a positive relationship with the individuals supported.  

3. Provide support for Office Operations by

a. Clerical tasks, including answering and forwarding calls and emails, sorting, filing, scanning, checking fax, postage machine, sending mail, etc.

b. Maintain and order inventory of office, janitorial, and medical supplies.

c. Maintain paper and electronic files and databases that support programs, accounting, development, administration, and other departments as needed

d. Managing meetings by scheduling and sending meeting invites, taking or transcribing meeting minutes with and without the use of assistive AI

e. Create documents such as presentation packets, PowerPoint documents, and tracking sheets, etc.

4. Provide support for Programs by 

a. Maintaining individuals’ physical and electronic records in an orderly and current fashion as required by CARF. 

b. Maintain various client supporting databases

c. Creating and maintaining various forms

d. Maintaining incident reporting for the Director of Residential & Community Services quarterly.

e. Maintaining emergency procedure and emergency drill records.

f. Supporting additional tracking as determined by the Quality Assurance team

g. Creating calendar invites for the House Events Calendar as required.

5. Assist with Woodhaven sponsored events including preparation, mailing, registration, catering, and venue needs as necessary.

6. This position is encouraged to attend company sponsored events.

7. This position is encouraged to join at least one Woodhaven committee.

8. Maintain confidentiality.

9. Work alongside another Administrative Assistant to divide duties, including alternating schedules to cover the front office area and phones.

10. Perform other duties as assigned by your supervisor or leadership team.

Why Join Woodhaven

At Woodhaven, we believe the meaningful work of supporting others begins with supporting our own team. We are committed to creating a workplace where employees feel valued, encouraged, and equipped to grow. That commitment shows up in the way we invest in your well-being, your professional development, and your future—so you can continue making a difference in the lives of the individuals and communities we serve.

• Earn up to 4.5 weeks of paid time off as a full-time employee, with a PTO cash-out option for added flexibility.
• Build long-term financial security through Woodhaven’s pension plan with a 3% employee contribution and an 11% employer contribution.
• Receive paid training for certifications and job-related development so you can feel confident and prepared in your role.
• Access performance-based bonus opportunities, including up to $500 quarterly bonuses for eligible positions and annual bonuses for professional roles.
• Earn up to $500 in referral bonuses for helping us grow a strong, mission-driven team.
• Explore tuition assistance opportunities if eligible, supporting your continued growth and career development.
• Use Rain Instant Pay for added flexibility and access to earned wages when needed.
• Choose from medical, vision, dental, and supplemental benefit options that support your overall well-being.
• Benefit from a Big Tree Medical Membership.
• Access 100% covered scans and many common surgeries through Valenz Health.
• Receive support through a free Employee Assistance Program (EAP) for employees and their families.
• Take advantage of pre-tax Healthcues benefits.
• Use Paytient with up to a $1,000 credit limit and 0% interest for eligible medical and veterinary expenses

QUALIFICATIONS: A High School degree required, and 2 years office experience is preferred. Knowledge of Microsoft 360 and Excel is required. Candidate must be an independent worker who is a self-starter with good communication, organization, problem-solving, patience, and time management skills. The ability to meet deadlines and to assist in the completion of tasks is vital.  

ESSENTIAL PHYSICAL REQUIREMENTS: This is sedentary work requiring the exertion of up to 50 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; work requires fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

ACCOUNTABLE TO: This position reports directly to the C-Suite Executive Assistant  

Woodhaven is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, age, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local laws.

Notice of AI Use in Job Application Review

As part of our commitment in creating a fair, efficient, and consistent hiring process we may use artificial intelligence (AI) to help our recruiting teams organize, summarize, and analyze information provided by candidates, including resumes, application responses, and other materials submitted during the application process.AI may be used to identify patterns, highlight relevant skills, and experience, and assist in comparing a candidate’s qualifications with the requirement of a specific role. These tools are to improve efficiency and consistency while supporting more informed hiring decisions, which will ultimately be made by the hiring team.