SMP Administrative Assistant

agespan; Lawrence (MA); On-site; USD 32,000 - 42,000; Part time

Benefits offered by this job

Healthcare (medical)

Dental insurance

403b Retirement Plan with agency match

20 Vacation Days

12 Sick Days

12 Paid Holidays

On-site gym membership

Flexible schedule

Tuition Remission Program

Employee Referral Bonuses

Job summary

EmergencyMD in Lawrence, MA is hiring a part-time Administrative Assistant to support the MA SMP Program. You will assist with data entry, document management, and meeting preparation, while coordinating trainings and volunteer communications.

This role requires strong organizational skills and familiarity with Office 365. Hours are 30 per week; the position offers flexible scheduling, competitive benefits, and opportunities for growth within the aging services field.

Qualifications

• Associates Degree with 1–3 years administrative experience preferred.
• Proficient in Office 365, with ability to learn new procedures quickly.
• Strong interpersonal and organizational skills; detail-oriented.

Responsibilities

• Assist with data organization and entry, forms and document management.
• Support meeting preparation, mailings, and program material management.
• Coordinate scheduling for trainings and events; mail materials to volunteers and partners.
• Prepare and distribute meeting minutes; process program invoices.
• Upload documents to the SMP Resource Center Library and maintain training materials.

Skills

Communication skills

Multitasking

Strong organizational skills

Education

Associate degree

Tools

Office 365

Job description

AgeSpan

About Us:Since 1974 our agency has strived towards supporting an individual's desire to make their own decisions, secure their independence and remain living independently in the community. We are proud of our employees who make this possible every day. Our agency is a thought-leader, a nationally known generator of new ideas, because it welcomes creativity, your ideas. It is an outstanding place to work stimulating, friendly, collaborative. We offer competitive salaries, generous vacation time, and an excellent work/life balance. We value diversity and encourage career growth. If you have a passion for improving the lives of the elderly community and enjoy working in a diverse team driven by its mission, you've found the right place!

At AgeSpan, you'll find a work environment that combines:

• A refreshing culture that is supportive, collaborative, and encouraging of diverse perspectives and backgrounds.
• A focus on innovation with a team recognized for developing and implementing innovative programs and novel solutions.
• Encouragement of your development through opportunities to get involved, use your voice, and gain new knowledge and skills.
• A satisfying balance between your work and personal life, including a flexible workplace, generous paid time off, and wellness programs.

Depending on your role and your hours, we offer

• Flexible schedule and hybrid work opportunities
• Competitive salaries
• Healthcare (medical, dental)
• 403b Retirement Plan with agency match
• 20 Vacation Days, 12 Sick Days, and 12 Paid Holidays
• Social Work Licensing Program
• License Renewal Paid by agency for RN's and Social Workers
• Mileage reimbursement
• Free parking
• Employee Referral Bonuses
• Employee Assistance Program
• Tuition Remission Program
• Agency subsidized gym membership (on-site in Lawrence)
• Commitment to promoting within

Position Responsibilities: The Administrative Assistant plays a pivotal role in supporting all administrative functions of the MA SMP Program. Responsibilities include assisting with data organization and entry, forms and document management, meeting preparation, mailings, and program material management.

Core Administrative Assistant Duties

1. Collaborate with MA SMP Program director and staff on program implementation requirements. Provide program support with the Senior Medicare Patrol Program's Information and Reporting System (SIRS) national database.
2. Collaborate with MA SMP Program director and staff with the scheduling of monthly SMP Foundation Trainings, SMP Presenter Trainings, and assist with mailing of materials to volunteers, SMP Program partners, and consumers.
3. Collaborate with MA SMP Program director, to plan, coordinate, and schedule all virtual, hybrid, and in-person meetings, such as Statewide Advisory Committee Meetings, Marketing and Enrollment Task Force monthly meetings, and other SMP Program events as needed.
4. Ensure that updated MA SMP Program forms, documents, and all training materials (digital and hardcopy) are maintained and filed accordingly, as well as uploaded to the SMP Resource Center Library.
5. Collaborate with MA SMP Program director in the reviewing and processing of monthly SIRS data entry to ensure accurate SIRS reports.
6. Perform programmatic administrative functions as assigned, including but not limited to transcribing and distributing of meeting minutes, filing, and processing all program invoices.
7. Coordinate MA SMP Program Events Calendar with Outreach and Education Coordinator and prepare bulk mailings for volunteer presenters, and/or providers across the state.
8. Ability to lift and transport up to 30 pounds of MA SMP Materials, such as journals, banners, etc.
9. Assist with uploading of documents in support of consumer complaints to the SIRS database.
10. Responsible for the monitoring of MA SMP Program's inventory of marketing items and ensure timely replenishment by consulting with MA SMP Program staff.
11. Cross train on general team functions to ensure adequate coverage when others are out of the office.
12. Attend all MA SMP Program Team Member Meetings, Community Programs Monthly Staff Meetings, and AgeSpan's All Staff Monthly Meetings.
13. Complete the MA SMP Program's Foundation Training and other agency required trainings.
14. Other related duties, as required.

Requirements

Associates Degree with one to three years of administrative experience strongly preferred. High school diploma with at least five years of administrative experience may be considered.

Proficient in Office 365 with the ability to master new procedures with minimal oversight; strong interpersonal and organizational skills, attention to detail, ability to prioritize, multitask and work well in a fast-paced team environment. Must work well independently as well as collaboratively.

Hours: 30 hours per week

Our Commitment to Diversity and Inclusion

AgeSpan is strongly committed to fostering a professional environment that recognizes, respects, and encourages the unique contributions of a broad spectrum of qualified employees. It is important that our employees reflect the diverse communities we serve. We maintain a work atmosphere that allows people of varied backgrounds to grow professionally and contribute to our mission by promoting diversity, equity, inclusion, and work-life balance.