Administrative Assistant

Job Description

The Ohio Adult Care Facilities Association (OACFA) Administrative Assistant is responsible for providing administrative support to the association and its members. This position requires exceptional organizational skills, discretion, and the ability to handle multiple tasks in a fast-paced environment. The Administrative Assistant is responsible for the coordination of OACFA trainings for the Ohio Department of Mental Health and Addiction Services (OhioMHAS) that are required for all Residential Facility Class 2 and Class 3 providers relevant to working with persons with a behavioral health disorder.

The Administrative Assistant also plays a key role in supporting the OACFA Coordinator and the Executive Director to ensure that all grant deliverables are met, and that progress is appropriately tracked for data collection and reporting. They will be responsible for various forms of outreach to current and potential association members and will support efforts to strengthen the association and advance the skill set of its members.

DUTIES AND RESPONSIBILITIES

Scheduling, organizing, facilitating, tracking OACFA training and providing certificates and reports.

Communicate with association members and others to promote training and collaboration opportunities

Maintain calendars

Oversee and manage OACFA membership systems and processes.

Generate reports and analyze membership data.

Implement member retention strategies.

Engage with existing members, address member concerns, and provide excellent customer service.

Provide technical assistance to any home operators/members calling with questions on how to navigate their membership portal or technology.

Coordinate travel arrangements for staff.

Filing paperwork, answering phone calls, and preparing documents for meetings.

Oversee OACFA website, social media, newsletters, publications, and branding work.

Schedule and track appointments for all contractors

Assist in the coordination of large events such as annual conference and regional meetings

Perform other miscellaneous duties as required

QUALIFICATIONS AND REQUIREMENTS

EDUCATION / EXPERIENCE

Bachelor's degree in administration, Public Relations, Communications or Management preferred.

Minimum of 3 years of experience as an Administrative Assistant, Executive Assistant, Membership Management/Engagement or similar role

KNOWLEDGE, SKILLS AND PERSONAL ATTRIBUTES

Mission driven with an outward compassion for people with special needs

Excellent computer skills and data organization experience (Excel, Go to Webinar, WordPress, Microsoft Office 365, Adobe Acrobat all will all be required to be used regularly)

Strong professionalism and business acumen

Excellent organizational and time management skills

Excellent verbal and written communication skills

Strong attention to detail and problem-solving skills

Strategic thinking

Ability to work independently and manage multiple priorities effectively.

Ability to work with coworkers, public, partners, providers, consumers, family members and advocates.

ACCOUNTABILITY

Reports to the Executive Director

Full-time