Executive Assistant - Access & Admissions | Gainesville | 40451 | 10.19

Location: Gainesville, FL 
Rate of Pay: $15.00/Hr.


Position Summary:

Assist the VP within the office of Access and Admissions while also attending to a variety of administrative matters.  Duties include providing administrative, secretarial, documentation compliance audits and other support functions as well as managing correspondence and activities among the Access and Admissions programs, the Vice President, and other community stakeholders.  Work requires a thorough understanding of Center policies, procedures, programs and services. The employee in this position must be able to work independently, coordinate clinical and non-clinical communication matters, provide overall day to day support to multiple programs while maintaining appropriate discretion at all times.  A major function of this position will be providing support to VP and other staff with special projects tracking data, internal communication and communication with referring entities.


Minimum Qualifications:

  • An Associate of Arts (AA) degree and two years of progressively responsible secretarial and clerical experience, preferably dealing with the public or collaborative role.  Experience in a non-profit environment a plus. OR 5 years of progressively experience in clerical work. Administrative assistance experience and/or experience in a non-profit.
  • Ability to type at an adjusted rate of 35 words per minute
  • Experience in using a variety of software programs, including Microsoft Word, Excel, PowerPoint, Access experience, and other programs necessary to fulfill job responsibilities. 

Driver Requirement:

ยท  Must have a current Florida Driver's License with a clean driving record while meeting company insurance requirements


Essential Duties/Responsibilities:

  • Coordinate supervisor's calendar and collaboratively schedule appointments.
Provide administrative, secretarial and other support functions as well as managing correspondence and activities among Access 

  • and Admissions Programs and other community leaders and stakeholders.
  • Assist internal and external requests with inquiries and questions; refer to most appropriate department and/or staff member for assistance resolution.
  • Utilize Excel, Word, Outlook, and Power Point for Department project in an effective manner.
  • Create, maintain, and update database and spreadsheet files and/or information used to track information in the Department.
  • Coordinate, maintain and update Centerwide Policy Manual, Procedure Manuals, as well as Program-specific policies and procedures in Department, assisting supervisor with employee notification and training, when necessary.
  • Maintain a positive, proactive customer service approach through cooperation and communication within the department and other departments/programs within the organization.
  • Coordinate internal and external public relations, employee, and community activities/ events for the department.
  • Serve as trouble-shooter, consultant and trainer to resolve problems and assist staff in programs throughout the Center as requested by supervisor.
  • Attend and assist with special events and logistics as needed.
  • Assist with coordinating the communication for the grants or other projects as advised by the Vice President of the department.
  • Perform other duties as required to meet program and departmental goals and objectives.
  • Maintain awareness and use of appropriate discretion at all times.


Knowledge, Skills, Abilities:

Specific competencies required are identified on a department/program specific basis and identified in each employee's Competency Checklist.  The following are general and apply to all positions with this title.

Language Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demand:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions