Administrative Assistant - Gaudenzia

We need hope-bringers and changemakers — because the work we all do matters. If you’re passionate about making an impact with your time and being someone’s light in the darkness, we want you on our team.

Come Join Us to Do Mission-Based, Meaningful Work

Who We Are

Gaudenzia is one of the largest nonprofit providers of treatment to people with substance use and co-occurring disorders in the nation. We operate in Pennsylvania, Delaware, Maryland, and Washington, D.C.  

Our caring, compassionate team is on a mission to save thousands of lives each year and bring hope to people devastated by substance use disorder. Together, we help individuals, families, and communities heal and thrive in the face of one of the most devastating public health crises of our time.

As our organization grows and evolves to meet the needs of our clients and communities, we’re seeking passionate, empathic individuals to help us make an impact. With your help, we can turn the tide on substance use disorder.    

Who We're Looking For
You are an Administrative Assistant who will aid in the development, organization, and maintenance of accurate database, filing, and reporting systems which are essential for smooth program operations.  You have the organizational skill set to perform the initial setup, maintenance, and confidential safekeeping of programs’ electronic and paper files.  You will be the face of the program by greeting visitors, as well as answering and directing calls.  You have the knowledge to prepare and submit reports, and enjoy being the liason with our referral partners and the local community.

Your responsibilities in this role may include:

1. Set up and maintain program and client electronic and paper files in a confidential environment and in accordance with state and federal regulations.
2. Prepare reports as required by the Regional and Corporate Offices, and as directed by the Program Director and/or Administrative Coordinator.
3. Maintain current, organized database, filing, and reporting systems.
4. Report client changes to funding agencies.
5. Maintain organized, accurate system to record, receive, and disburse client funds, valuables, and facility funds.
6. Maintain contact with appropriate community resources needed to facilitate care coordination.
7. Create and implement communication and reporting systems to facilitate thorough communications with the Regional and Corporate Office, funding agencies, and other community resources.
8. Greet facility visitors, and screen clients returning to the facility, if needed.
9. Answer phone calls and check facility voicemail daily.
10. Complete IT and maintenance tickets to resolve facility issues.
11. Record minutes from facility meetings.
12. Sort, distribute, and prepare facility correspondence, and deliver faxes to appropriate persons.
13. Maintain facility supply inventory, and order new supplies, as needed.

Benefits & Perks:

Gaudenzia is a diverse, inclusive workplace where purpose-driven people thrive. We think our team members are real heroes, and we believe those who devote their lives to making the world a better place deserve competitive salaries, generous health benefits, and unbeatable work-life balance in return.

Benefits & Perks at Gaudenzia include:

• Medical Insurance
• Dental Insurance (At No Cost)
• Short-Term Disability Insurance (At No Cost)
• Life Insurance (At No Cost)
• Accidental Death & Dismemberment Insurance (At No Cost)
• Vision Insurance
• Various Supplemental Benefits (Aflac, Legal, Identity Theft & FSA)
• You generate two banks of time off: Personal and Vacation
  • Paid Time Off (PTO) Accruals at 80 hours minimally during your 1^st year of employment
  • Vacation Accruals at 80 hours minimally during your 1^st year of employment
• 10 Paid Holidays Per Calendar Year
• Paid Bereavement Leave
• Education Assistance Benefit (Tuition Reimbursement)
• Full reimbursement for the cost of professional license/certification renewals
• 403(b) Retirement Plan with an Employer Match Up to 5%
• Employee Assistance Program

Gaudenzia is an equal opportunity employer. We do not practice or permit discrimination based on race, gender, gender identity, gender expression, sexual orientation, age, national origin, religion, creed, disability, or veteran’s status.

Education/Training:  Minimum of a high school diploma or GED.

Experience:  At least three (3) years of administrative experience in an office environment.

Substitutions:  Appropriate substitutions may be made for an equivalent combination training and experience (1 year experience = 1 year education/ training)

• Excellent customer services and telephone etiquette.
• Ability to communicate effectively verbally and in writing.
• Ability to establish and maintain effective working relationships with clients, other staff member, outside agencies/institutions and the general public.
• Ability to successfully work with others from various cultures and backgrounds.
• Ability to perform math and basic accounting.
• Ability to plan and organize work and prepare appropriate reports.
• Knowledge of office and clerical functions.
• Knowledge of Microsoft Word and Excel.
• Knowledge of system development, reporting, and file maintenance.

What Matters to Us? Our Mission & Our Operating Principles

Our Mission 
Gaudenzia aspires to connect individuals and families to addiction and mental health treatment so they can attain long-term recovery and achieve a fulfilling life embraced by a broad community of mutual support. 

Our Operating Principles:

We, as members of the Gaudenzia Team, are committed to these principles. They guide the way we perform Gaudenzia business, every day.

1. We hold client care as our top priority.
2. We assume good intentions.
3. We are present, we connect, and we communicate with transparency, dignity, and respect.
4. We make data-driven decisions with courage, challenge the status quo, and find innovative ways to grow Gaudenzia and each other.
5. We support each other publicly and privately in all circumstances.
6. We provide and accept constructive, honest, respectful, and timely feedback with an open mind and without personalization.
7. We operate with integrity, focus on outcomes, and have a bias for action.
8. We follow through on agreements and honor commitments prioritized with a sense of urgency — someone’s life may depend on it.

Gaudenzia is proud to be an employer of choice — and a treatment provider of choice — in the substance use and co-occurring disorders treatment field. We work hard to foster an inclusive, supportive environment where our employees and clients always feel safe and welcome. Come work with us!

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