Administrative Assistant

Kaizen Lab Inc.; Columbia (MD); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Competitive hourly compensation

Paid Vacation

Paid Sick Leave

Medical Insurance

Dental Insurance

Vision Insurance

Short-Term Disability Insurance

Long-Term Disability Insurance

401(k) Retirement Plan

Company-issued phone (position dep​)

Professional development and training

Job summary

Inspired Options, Inc. seeks a detail-oriented Administrative Assistant to support our management team and help ensure exceptional services for adults with IDD. The role covers office administration, HR support, scheduling, onboarding, and operational efficiency.

You will be the first point of contact for visitors, applicants, vendors, and staff, handling confidential information with professionalism and strong customer service.

Qualifications

• High school diploma or GED required.
• Minimum one year of administrative experience.
• Minimum one year of experience working with individuals with IDD preferred.
• Valid driver’s license with an acceptable driving record.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Word, Excel, Outlook, and other business software.
• Ability to learn new software systems quickly.

Responsibilities

• Welcome visitors and route inquiries, maintaining professionalism.
• Coordinate medical appointment tracking and scheduling.
• Assist with recruitment, onboarding, and HR records management.
• Maintain organized records and assist with the EHR (CIMS).
• Perform other duties to support agency operations.

Skills

Strong organizational and time‑manage​

Excellent written and verbal communic​

Ability to learn new software systems

Ability to maintain confidentiality

Education

High school diploma or GED

Tools

Microsoft Word

Excel

Outlook

Job description

Inspired Options, Inc. is seeking a detail-oriented, organized, and compassionate Administrative Assistant to support our management team while helping ensure exceptional services for adults with intellectual and developmental disabilities (IDD). This position plays an integral role in office administration, human resources support, scheduling coordination, employee onboarding, and operational efficiency.

If you enjoy working in a collaborative environment where your work makes a meaningful impact, we encourage you to apply.

Position Summary

The Administrative Assistant provides administrative and clerical support to executive leadership, program management, and office operations. This individual serves as the first point of contact for visitors, employees, applicants, vendors, and individuals receiving services while maintaining professionalism, confidentiality, and excellent customer service.

Essential Duties and Responsibilities

Administrative Support

• Welcome visitors, employees, applicants, vendors, and individuals served.

• Answer and route incoming telephone calls.

• Maintain office organization and professional appearance.

• Prepare, copy, scan, fax, and distribute documents.

• Monitor and replenish office supplies.

• Perform business-related errands as needed.

• Support executive leadership and management with administrative projects.

Medical Appointment Coordination

• Maintain and update medical appointment tracking databases.

• Coordinate with Program Coordinators and House Managers regarding appointments and documentation.

Human Resources Support

• Assist with recruitment activities, including posting open positions.

• Guide applicants through the hiring process.

• Coordinate interviews with hiring managers.

• Conduct new hire orientation.

• Maintain confidential personnel files.

• Track employee training requirements and compliance.

• Register employees for required trainings.

• Coordinate external training sessions, including Mandt and other required certifications.

• Assist employees with timekeeping questions.

• Support employee scheduling functions.

Records Management

• File monthly program documentation.

• Maintain organized office records.

• Assist staff with the organization's electronic health record system (CIMS).

Additional Responsibilities

• Perform other duties as assigned to support agency operations.

Minimum Qualifications

Applicants should possess:

• High school diploma or GED required.

• Minimum one (1) year of administrative experience preferred.

• Minimum one (1) year of experience working with individuals with intellectual and developmental disabilities (IDD) preferred.

• Valid driver's license with an acceptable driving record.

• Strong organizational and time-management skills.

• Ability to maintain confidentiality and exercise sound judgment.

• Excellent written and verbal communication skills.

• Proficiency with Microsoft Word, Excel, Outlook, and other business software.

• Ability to learn new software systems quickly.

Preferred Qualifications

• Experience supporting Human Resources functions.

• Experience with applicant tracking systems or HRIS platforms.

• Experience working in healthcare, human services, or nonprofit organizations.

• Experience using electronic health record systems.

Benefits

Eligible employees may receive:

• Competitive hourly compensation

• Paid Vacation

• Paid Sick Leave

• Medical Insurance

• Dental Insurance

• Vision Insurance

• Short-Term Disability Insurance

• Long-Term Disability Insurance

• 401(k) Retirement Plan

• Company-issued phone (position dependent

• Professional development and training opportunities

Benefits are subject to eligibility requirements and plan terms.

Physical Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

The employee may regularly:

• Sit, stand, walk, bend, and reach.

• Lift or move up to 25 pounds.

• Operate standard office equipment.

• Use a computer for extended periods.

Occasional local travel may be required.

Background Requirements

Employment is contingent upon successful completion of applicable pre-employment requirements, which may include:

• Criminal background check

• Employment verification

• Reference verification

• Motor vehicle record review (where applicable)

• Verification of eligibility to work in the United States

Equal Employment Opportunity

Inspired Options, Inc. is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, creed, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected under applicable federal, Maryland, or local law