Administrative Assistant - Pittsburgh

Barber National Institute; Pittsburgh (Allegheny County); On-site; USD 36,000 - 48,000; Full time

Job summary

Barber National Institute in Pittsburgh seeks an organized Administrative Professional to support the IDS Adult Day Services team and ensure efficient day-to-day operations.

The role requires meticulous data entry, records management, and strong communication with staff, individuals served, families, and visitors.

A background in healthcare administration and proficiency with CareLogic and Workday will help you coordinate referrals, onboarding, and meetings.

Qualifications

• High school diploma or equivalent required.
• Must be at least 18 years of age.
• Previous administrative or office support experience preferred.
• Experience with data entry, records management, scheduling, or office coordination preferred.
• Ability to learn and navigate multiple software systems, including CareLogic, Workday, Dayforce, SurveyMonkey, and Track It.

Responsibilities

• Enter and maintain accurate data in CareLogic and generate reports.
• Upload satisfaction surveys and track responses.
• Organize and maintain electronic and physical records.
• Order office supplies and coordinate stationery requests.
• Reconcile credit card transactions and approve purchases in Workday.
• Monitor shared email inboxes and route messages.
• Coordinate facility maintenance requests in Track It.
• Manage department mail distribution.
• Support staff registrations for trainings and travel.
• Serve as Referral Coordinator by processing referrals.
• Assist with onboarding and Dayforce registration.
• Greet visitors, manage building access, and answer phones.
• Coordinate meetings and staff recognition events.
• Assist leadership with administrative projects and operations.

Skills

Organizational skills

Data entry

Written and verbal communication

Customer service mindset

Independent but collaborative

Discretion with confidential info

Microsoft 365

Education

High school diploma or equivalent

Tools

CareLogic

Workday

Dayforce

SurveyMonkey

Track It

Job description

Overview

At Barber National Institute, we're committed to making dreams come true. We provide children and adults with autism, intellectual disabilities, and behavioral health challenges, along with their families, the education, support, and resources needed to be self-reliant, independent, and valued members of their communities. We're seeking an organized, detail-oriented Administrative Professional to support our IDS Adult Day Services team and help ensure the efficient day-to-day operations that make our mission possible.

What You'll Bring

• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent attention to detail and accuracy in data entry, record keeping, and administrative processes
• Strong written and verbal communication skills
• A customer service mindset when interacting with staff, individuals served, families, and visitors
• The ability to work independently while collaborating effectively with leadership and team members
• Sound judgment and discretion when handling confidential information
• Proficiency in Microsoft 365 and other technology systems

What You'll Have

• High school diploma or equivalent required
• Must be at least 18 years of age
• Previous administrative, office support, purchasing, or accounting experience preferred
• Experience with data entry, records management, scheduling, or office coordination preferred
• Ability to learn and navigate multiple software systems, including CareLogic, Workday, Dayforce, SurveyMonkey, and Track It

A Typical Day May Include

• Entering and maintaining accurate data in CareLogic and generating reports as needed
• Uploading satisfaction surveys and managing survey response tracking
• Organizing and maintaining electronic and physical records
• Ordering office and program supplies and coordinating agency stationery requests
• Reconciling credit card transactions and processing purchasing approvals in Workday
• Monitoring shared email inboxes and routing communications appropriately
• Coordinating facility maintenance requests through Track It
• Managing mail distribution for department leadership
• Supporting staff registration for trainings, conferences, and travel accommodations
• Serving as a Referral Coordinator by receiving and processing referrals
• Assisting with employee onboarding processes, including Dayforce registration
• Greeting visitors, managing building access, and answering incoming phone calls as needed
• Coordinating meetings, employee recognition events, celebrations, and special department activities
• Assisting leadership with administrative projects and operational support initiatives