Senior Administrative Assistant

Catholic Charities of Baltimore; Baltimore (MD); On-site; Part time

Job summary

Catholic Charities of Baltimore is seeking a Senior Administrative Assistant to facilitate efficient operations through various administrative tasks. This part-time role (20 hours/week) includes financial record keeping, coordinating meetings, and ensuring office supplies are maintained. Ideal candidates will have an associate degree and five years of administrative experience, along with strong organizational and communication skills.

Benefits

Health/Dental/Vision

Vacation/sick/holiday pay

403(b) Retirement Plan

Tuition Advancement

Paid Parental Leave

Qualifications

• Five years of administrative experience required.
• Ability to manage Outlook calendars and emails effectively.
• Basic knowledge of Finance, Human Resources, and IT processes.

Responsibilities

• Proactively identify and recommend improvements to office practices.
• Coordinate and schedule travel, meetings, and appointments.
• Prepare and distribute meeting minutes and correspondence.

Skills

Communication

Organizational Skills

Customer Service

Attention to Detail

Education

Associate degree in a business-related field

Tools

Microsoft Office

Job description

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Description

Pay Rate: $20.26 - $25.77 (based on education and experience)

Catholic Charities of Baltimore is currently seeking a

The work schedule is three (3) days per week (20) hours.

• Proactively identify and recommend improvements to office practices and procedures.
• Ensures the availability of office supplies and takes accountability for overseeing the proper maintenance and functionality of office equipment, addressing any issues promptly.
• Maintains a system for recording expenses and the use of petty cash, prepares and processes invoices, check requests, field expense vouchers, etc.
• Monitors administrative inquiries and questions, taking ownership of resolving issues in a timely manner while ensuring all concerns are addressed properly.
• Coordinates and schedules travel, meetings, training, and appointments for managers and supervisors, ensuring all details are confirmed and communicated clearly.
• Proactively identifies and resolves scheduling conflicts to ensure smooth operations, avoiding disruption.
• Prepares schedules, agendas, and supplies, and takes accurate meeting minutes, ensuring timely distribution of information to all relevant parties and all details are captured and communicated clearly.
• Tracks and organizes appointments and events for managers and their staff, ensuring efficient alignment with priorities.
• Prepares and gathers all necessary materials for the leader in advance of daily events, ensuring accuracy, completeness, and timeliness.
• Retrieves and compiles requested information from records, emails, and other documents, ensuring thorough and accurate written summaries of data and statistics as needed.
• Leads the planning, coordination, and execution of special events and projects, ensuring attention to detail, efficiency, and successful outcomes.
• Composes, proofs, and distributes clear and accurate correspondence, including meeting minutes, announcements, and general communications, ensuring timely delivery to recipients.
• Leads the research, planning, coordination, and execution of special projects and events, taking full responsibility to ensure efficient processes, effective solutions, and successful results
  
  

Job Details

Description

Pay Rate: $20.26 - $25.77 (based on education and experience)

Catholic Charities of Baltimore is currently seeking a Senior Administrative Assistant who will facilitate the efficient operation of the assigned area by performing a variety of administrative tasks to include financial record keeping, coordination of meetings and conferences, monitoring and ordering supplies, coordinating direct mailings, working on projects, and interfacing with all levels of the organization. The work schedule is three (3) days per week (20) hours.

Job Duties & Responsibilities

• Proactively identify and recommend improvements to office practices and procedures.
• Ensures the availability of office supplies and takes accountability for overseeing the proper maintenance and functionality of office equipment, addressing any issues promptly.
• Maintains a system for recording expenses and the use of petty cash, prepares and processes invoices, check requests, field expense vouchers, etc.
• Monitors administrative inquiries and questions, taking ownership of resolving issues in a timely manner while ensuring all concerns are addressed properly.
• Coordinates and schedules travel, meetings, training, and appointments for managers and supervisors, ensuring all details are confirmed and communicated clearly.
• Proactively identifies and resolves scheduling conflicts to ensure smooth operations, avoiding disruption.
• Prepares schedules, agendas, and supplies, and takes accurate meeting minutes, ensuring timely distribution of information to all relevant parties and all details are captured and communicated clearly.
• Tracks and organizes appointments and events for managers and their staff, ensuring efficient alignment with priorities.
• Prepares and gathers all necessary materials for the leader in advance of daily events, ensuring accuracy, completeness, and timeliness.
• Retrieves and compiles requested information from records, emails, and other documents, ensuring thorough and accurate written summaries of data and statistics as needed.
• Leads the planning, coordination, and execution of special events and projects, ensuring attention to detail, efficiency, and successful outcomes.
• Composes, proofs, and distributes clear and accurate correspondence, including meeting minutes, announcements, and general communications, ensuring timely delivery to recipients.
• Leads the research, planning, coordination, and execution of special projects and events, taking full responsibility to ensure efficient processes, effective solutions, and successful results
  
  

Job Specific Duties

Employees working in the following program(s) have additional responsibilities and/or requirements in addition to the others listed. These include, but are not limited to:

St. Vincent’s Villa

• Supports the full psychiatry team, taking responsibility for ensuring all team members have the resources and assistance needed to perform their duties effectively and efficiently.
• Schedules and coordinates the Divisional New Employee Orientation, ensuring all logistics are handled accurately and on time, and that new employees are properly onboarded.
• Assumes responsibility for assisting with the Divisional Project, ensuring tasks are completed as planned, deadlines are met, and the project progresses smoothly.
  
  

Community Services

• Manages scheduling of Divisional New Employee Orientation to ensure timely onboarding.
• Fosters and coordinates employee engagement initiatives for the division to promote a positive workplace culture.
• Coordinates divisional events and training sessions to ensure seamless execution.
• Provides support on Divisional Projects, ensuring tasks are completed efficiently.
  
  

Gallagher Services

• Assists the Quality Assurance team by actively following up with managers on the status of quality assurance action plan deliverables, ensuring timely completion and resolution of any outstanding tasks.
• Collaborates with the management team to ensure recommended changes from the regulatory entity are implemented in a timely and efficient manner, taking ownership of the process and addressing any delays.
• Takes full responsibility for completing and submitting the regulating entity (OHCQ and DDA) renewal application by the deadline, ensuring all required information is accurate and submitted on time.
• Accurately enters data into the portal for personal outcomes measures (POM) for the people supported, ensuring data integrity and timely entry.
• Maintains accurate profile information in the case management system for people supported, ensuring all records are up-to-date and accessible when needed.
• Manages large data entry projects into the program’s case management system (ICM), ensuring high levels of accuracy, efficiency, and adherence to deadlines.
• Takes accountability for managing tablets required for the person-centered process and PCP Specialist signatures, ensuring devices are operational and ready for use when needed.
• Manages the implementation of social media initiatives in collaboration with the volunteer coordinator and Communications department, ensuring content is aligned with organizational goals and deadlines.
• Provides ongoing support to staff with log-in assistance for the various programs, ensuring all staff members have access to and resolve any login-related issues promptly.
• Manages key systems, including the distribution, security, replacement, and collection of keys, ensuring proper tracking and accountability of all keys in the system.
  
  

Education & Experience Requirements

• Associate degree in a business-related field.
• Five years of administrative experience.
• An equivalent combination of education and experience may be considered.
  
  

Required Skills & Abilities

• Possesses advanced knowledge of clerical procedures and systems to effectively and thoroughly manage Outlook calendars, emails, and recordkeeping responsibilities.
• Demonstrates excellent verbal and written communication skills, ensuring clarity and effectiveness in all interactions
• Exhibits exceptional relational and customer service skills, building strong connections and providing top-tier service.
• Displays excellent organizational skills and meticulous attention to detail, ensuring accuracy and efficiency.
• Demonstrates accountability by working independently, requiring minimal direction or supervision.
• Advanced knowledge of clerical procedures and systems such as managing Outlook calendar, email, and recordkeeping.
• Excellent verbal, written communication skills, organizational skills, and attention to detail.
• Excellent relational and customer service skills.
• Ability to work with minimal direction or supervision.
• Basic knowledge of Finance, Human Resources and IT processes and procedures.
• Ability to act with discretion, tact, and professionalism in all situations.
• Requires the ability to utilize computer systems and software necessary to perform position responsibilities. Basic Windows PC, web browsing (i.e. Chrome, Internet Explorer, etc.), and Microsoft Outlook skills required. Other Microsoft Office application knowledge, such as Word, Excel PowerPoint, Teams, Box, and OneDrive desired.
  
  

Physical Requirements & Work Environment

• Remaining in a stationary position, which may involve standing or sitting for extended periods, as required to complete tasks or duties associated with the role.
• Adjusting or moving objects up to 20lbs in all directions, which may include lifting, carrying, pushing, pulling, or repositioning items as necessary to perform job duties.
• Moving about to accomplish tasks or transitioning between different work sites, which may involve walking, standing, or traveling to various locations as required by the role.
• Engaging in communication with others to exchange information, which may involve speaking, listening, writing, or using electronic communication methods to ensure clear and effective understanding. This includes both verbal and non-verbal interactions with colleagues, clients, or external parties.
• Repetitive motions involving the wrists, hands, and/or fingers, including tasks such as typing, data entry, or handling small objects. These repetitive activities may occur throughout the workday and require attention to ergonomics to ensure comfort and minimize strain.
• Hearing and vision abilities, with or without correction, sufficient to drive safely and effectively observe and communicate with others.
  
  

We offer a wide range of benefits to meet the ever-changing needs of our employees including but not limited to:

• Health/Dental/Vision
• Vacation/sick/holiday pay
• 403(b) Retirement Plan with a discretionary employer contribution
• Tuition Advancement
• Paid Parental Leave
  
  

Join Catholic Charities of Baltimore where you will be an important member of a trauma-informed care organization that promotes a culture of safety, empowerment, healing, and self-care, and that believes that every person has infinite worth and promise.

Catholic Charities is an equal opportunity employer

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Part-time

Job function

• Job function

  Administrative

• Industries

  Non-profit Organizations, Mental Health Care, and Individual and Family Services

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