Sr. Administrative Assistant

CBEM brings lasting, positive changes to the individuals with developmental disabilities we serve, some of whom experience mental illness. Our process begins with observations from which we design a comprehensive plan. It continues on as we teach our clients and their circle of support how to obtain positive, sustainable outcomes.

Position Reports to: President of Clinical Services

Job Classification: Non-exempt, hourly 

Position: Full-time, 40 hours/week

Location: Lafayette, CA (on-site)

Pay Rate: $33.65 per hour

 

Summary

Under the direction of the President of Clinical Services, the Sr. Administrative Assistant works out of our Lafayette, California Support office. The Sr. Administrative Assistant supports the President of Clinical Services as well as Lafayette Support Office (LSO) team members and the President of Clinical Services.  The Sr. Administrative Assistant will interface with our Business Manager, as well. The Sr. Administrative Assistant plays an important role in our Lafayette Support Office. This position is responsible for organizing, planning, completing clerical and administrative tasks, and supporting our strategic initiatives. 

The following duties are inclusive of but not exclusive of the job responsibilities:

Office Administration

• Oversee and support all administrative duties in the office and ensure that the office is operating smoothly

• Approve office supply request orders for all offices through Amazon 

• Place supply orders as needed

• Perform receptionist duties: greet visitors, answer and direct emails, texts, and phone calls

• Receive and sort incoming mail and deliveries, and manage outgoing mail

• Support office policies and procedures and ensure they are implemented appropriately

• Manage the Lafayette Support Office supplies budget 

• Manage other project-related budgets as needed

• Identify opportunities for process and office management improvements and design and implement new systems

• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, scanning documents, and creating reports

• Scribe (take meeting minutes) for various meetings as needed

• Coordinate all travel/travel needs for the administrative team as needed

• Stock and maintain the Lafayette office supply closet as well as kitchen supplies

• Ensure the professional appearance of the Lafayette office by ensuring that common areas such as the reception, kitchen, and production areas are properly equipped, tidy, and clean

• Order and pick up breakfast and lunch items as needed for our employees

• Shipping via FedEx, UPS, USPS, or other carriers as needed for our departments

• Assist with credit card expense reports for the President of Clinical Services 

Facilities Support

• Serve as the onsite Facilities liaison for the Lafayette Support Office

• Serve as backup Facilities liaison for CBEM field offices

• Support with opening and moving of field offices

• Support Finance and other LSO teams in the renewal processes for corporate licenses and contracts

Outreach Liaison

• Conduct community outreach in new or existing areas to obtain geographical (territory) related information and resources

• Support HR and coordinate delivery of outreach and recruiting materials as needed

Events

• Prepare training packets for Pro-Act, CPR, and other trainings

• Prepare and plan for company events (team building activities, kick-off meetings, trainings)

• Coordinate and distribute gifts for employees (employee of the month, birthdays, work anniversaries)

• Work on special projects with other support and program staff

• Other tasks as assigned by the President of Clinical Services

 

Education and Experience

A Bachelor’s degree, preferably in business administration or a related field, with 2 to 3 years of professional experience in business administration, working with upper management, administrative and budget management responsibilities, and experience with the Regional Centers (preferred). Individuals with an Associate’s degree and 4 to 6 years of equivalent experience may also be considered.

Writing Skills

Ability to write in English and produce