Administrative Assistant-Crisis Center Unit (CSU)-2

Job Description: Job Title: Administrative Assistant Location: Indianapolis, IN Department: Client Services Employment Type: Full-Time Shift: Monday – Friday, 8:00 A.M. – 5:00 P.M. (Schedule may vary based on program and organizational needs.) Job Summary: Are you organized, dependable, and passionate about creating a welcoming and efficient workplace? Do you enjoy supporting a team, staying organized, and helping others? Join our team as an Administrative Assistant ! As an Administrative Assistant, you will provide essential administrative and office support to help ensure the facility operates efficiently and maintains a professional, organized, and welcoming environment. You will serve as a key point of contact for clients, families, employees, visitors, and community partners while assisting with scheduling, correspondence, records management, data entry, supplies, and other administrative functions. Our ideal candidate is friendly, professional, detail-oriented, and able to manage multiple priorities while maintaining a high level of accuracy and confidentiality. Position Perks & Benefits: 29 Days of PTO Eligibility for HRSA Loan Repayment ( eligibility requirements apply ) Employee benefits package – health, dental, vision, retirement, life insurance, and more Competitive 401(k) Retirement Savings Plan – up to 5% employer match for Part-Time and Full-Time employees Company-paid basic life insurance Emergency Medical Leave Program Flexible Spending Accounts (FSA) – healthcare and dependent care Health & Wellness Program Employee Assistance Program (EAP) Employee Discount Program Mileage Reimbursement Professional development and training opportunities Key Responsibilities: Provide administrative and clerical support to assigned departments and service line staff. Maintain an organized, professional, and welcoming office environment. Serve as a receptionist or backup receptionist according to the assigned schedule. Greet clients, families, visitors, employees, and other stakeholders in a friendly and professional manner. Answer incoming telephone calls, accurately relay messages, and respond to inquiries in a timely manner. Attend mandatory meetings and accurately record and maintain meeting minutes. Manage meeting calendars and coordinate meeting schedules. Arrange meeting spaces, equipment, meals, and other logistical needs for meetings and conferences. Maintain and update resource materials and informational resources for service line staff. Complete general office duties, including filing, mailing, typing, copying, scanning, faxing, and document organization. Gather, organize, and summarize information requested by supervisors, faculty, or staff. Maintain accurate administrative records, databases, contact lists, and required documentation. Enter and update information in applicable systems and databases. Distribute mail, messages, correspondence, and other materials to appropriate personnel. Order office supplies and assist with monitoring and maintaining office equipment. Assist with general office upkeep and organization. Train or assist colleagues in the proper use of common office equipment and administrative processes. Manage office or facility bills and invoices and maintain appropriate records, as applicable. Post transactions to accounting records and client tracking databases, as applicable. Monitor program service authorizations and ensure documentation is current and appropriately filed, as applicable. Research, prepare, and enter invoices and issue maintenance or transportation checks, as applicable. Maintain confidentiality and comply with HIPAA and organizational privacy requirements. Demonstrate sensitivity and responsiveness to management, staff, client, and organizational needs. Treat all clients, families, colleagues, visitors, and stakeholders with dignity, respect, and professionalism. Identify opportunities to improve administrative processes and office efficiency. Perform additional duties and special projects as assigned by leadership. Education and/or Experience Qualifications: High school diploma or equivalent required. Associate's or bachelor's degree in Human Resources, Social Services, Business Administration, or a related field preferred. One to three years of experience providing clerical, administrative, or office support preferred. Previous experience in healthcare, behavioral health, human services, or a similar environment preferred. Experience with administrative recordkeeping, scheduling, data entry, and customer service preferred. Required License/Certification: Valid driver's license, acceptable driving record, and current automobile insurance required. Additional Qualifications: Strong customer service and interpersonal skills. Excellent verbal and written communication skills. Strong organizational and time-management skills. Ability to manage multiple priorities and meet established deadlines. Strong attention to detail and accuracy. Proficiency with Microsoft Office applications, including Word and Excel. Experience using databases, web browsers, email platforms, and other electronic systems preferred. Ability to perform basic mathematical calculations using whole numbers, fractions, and decimals. Ability to read and interpret safety rules, operating instructions, maintenance instructions, policies, procedures, and other organizational documents. Ability to follow written, verbal, and diagram-based instructions. Strong problem-solving and critical-thinking skills. Ability to work independently while also functioning effectively as part of a team. Ability to communicate effectively with clients, families, employees, community partners, and other stakeholders. Professional, welcoming, and respectful approach when interacting with individuals from diverse backgrounds. Ability to maintain confidentiality and appropriately safeguard sensitive information. Ability to