Administrative Assistant to the Vice President of Foster Care
Berkshire Farm Center & Services for Youth
- Albany, NY
- Permanent
- Full-time
- Manages and maintains the Vice President’s and Directors schedules, appointments, travel arrangements, and meetings: Coordinates Vice President’s 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 President’s 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.
- 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 valid driver’s license.
- Ability to work with an economically and culturally diverse.
- Minimum of High School diploma/GED required; Associates degree preferred.
- Minimum 2-4 years of Administrative Assistant Experience required.
- 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).