Administrative Assistant
The Emily Program - Minneapolis-Saint Paul, MN

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The Administrative Assistant at The Emily Program supports the front-of-house operations.

Duties:
  • Greet clients in person and via phone and make them feel welcome at the Emily Program
  • Consistently maintain and improve the appearance and feel of the Emily Program’s office for clients and staff members by:
    • Straightening magazines/books/newspapers in lobby
    • Dusting, cleaning, straightening lobby (e.g., fluff pillows, pick up trash)
    • Straightening/organizing group rooms throughout each day
    • Organizing/cleaning kitchens (supply cabinets, refrigerators, counters)
    • Making sure lights are on in all group rooms, kitchens, waiting areas
    • Making sure music is on in lobby
    • Cleaning refrigerators
  • Answer incoming calls, direct calls, and provide assistance to caller (directions, general information about programs, etc.) in a friendly, caring and helpful manner
  • Set up new clients in Next Gen and schedule their first appointments
  • Schedule, confirm, and cancel appointments for clients.
  • Administer and score psychological and career testing
  • Various typing projects
  • Maintain inventory of office supplies
  • Maintain/organize office paperwork supplies (progress notes, brochures, educational articles)
  • Manage Accounts Receivable (co-pays, credit card payments)
  • Archive charts as necessary
  • Report questions, ideas, and concerns to supervisor
  • Attend staff meetings
  • Various projects as assigned by supervisor and other staff members
  • General support to all staff members as needed
Experience & Education:
  • Bachelor’s degree preferred
  • 2+ years experience in an administrative support or customer service role required, preferably in an office setting with responsibility of answering incoming calls
  • Significant experience using Microsoft Office - Word, Excel, PowerPoint, Outlook. Ability to learn and adapt to internal software programs
Competencies:
  • Detail-oriented with excellent organizational skills and the ability to prioritize and work under pressure
  • Excellent written and verbal communication skills that allow successful interaction with all areas of the organization and with clients
  • Solid interpersonal skills with the demonstrated ability to develop and maintain productive relationships
  • Work independently and very proactively with minimal direction/supervision
  • Customer service focus; positive attitude, warm and caring demeanor
  • Strong attention to detail, follow-through, and commitment to quality
  • Flexibility and sensitivity to detail and deadlines in a multitasking environment
  • Demonstrate initiative (e.g., in starting tasks, asking questions, identifying and discussing problems, ability to structure own work, stay on task)
  • High level of enthusiasm and energy; professional
  • Demonstrates a "can-do" spirit, a sense of optimism, ownership, and commitment
How to Apply: Please submit Cover Letter and Resume. Documents must be compiled into one PDF and uploaded via the online application form. Click here to apply online.

The position is open until filled. The Emily Program is an Equal Opportunity Employer (EOE).

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