Rehabilitation Administrative Assistant

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The Rehabilitation Administrative Assistant serves as the primary administrative support professional for the Senior Executive Director Senior Director of Rehabilitation Services and Assistant Director of Employment Services while functioning as the front office coordinator for the Clearwater office. This position is responsible for ensuring efficient office operations managing executive schedules and communications coordinating administrative activities and maintaining a professional and welcoming environment for visitors employees consumers and community partners.
The role provides critical administrative infrastructure that supports organizational operations executive effectiveness and efficient office management across multiple departments. The Rehabilitation Administrative Assistant exercises discretion and independent judgment in handling confidential information coordinating executive priorities and supporting organizational initiatives. The incumbent must demonstrate exceptional organizational skills professionalism initiative attention to detail and the ability to manage multiple priorities in a fast-paced environment.

Primary Duties:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. These duties and responsibilities will be rated on the Annual Performance Review.

• Provide direct administrative support to the Senior Executive Director Senior Director of Rehabilitation Services and Assistant Director of Employment Services in addition to other rehabilitation services staff as needed.
• Manage calendars schedules appointments meetings and travel arrangements for assigned staff and coordinate meeting logistics conference registrations and special events.
• Prepare correspondence reports presentations spreadsheets agendas and other business documents.
• Prepare meeting materials and maintain records of meetings action items and follow-up activities.
• Lead Safety Meetings and coordinate safety drills inspections and annual reporting in alignment with CARF standards.

Additional Responsibilities :

• Serve as the primary point of contact for visitors employees consumers vendors and community partners.
• Answer screen and direct incoming telephone calls and electronic communications.
• Greet visitors and maintain a professional and welcoming office environment.
• Receive sort and distribute incoming mail packages and deliveries.
• Coordinate office supply purchasing and inventory management.
• Schedule conference rooms and assist with office event coordination.
• Coordinate facility requests office equipment maintenance and vendor services as needed.
• Assist with special projects strategic initiatives and organizational priorities.
• Establish and maintain positive working relationships with employees consumers referral sources vendors and stakeholders.
• Maintain professionalism and confidentiality in all aspects of work.
• Participate in required training and professional development activities.
• Support organizational goals and strategic initiatives.
• Perform other responsibilities as assigned.

• Assist with the preparation and maintenance of reports contracts grants audits and compliance documentation.
• Enter maintain and retrieve information from organizational databases and information systems (SetWorks).
• Assist with document retention and records management activities such as shredding.
• Maintain confidential information and records in accordance with organizational policies and procedures.
• Support special projects and organizational initiatives as assigned.

Qualifications: Education Experience and Certification(s)

• Associates Degree (AA/AS) required.
• Minimum of two (2) years of administrative support executive assistant office management or related professional experience required.
• Experience in a nonprofit healthcare rehabilitation workforce development or human services environment preferred.

Knowledge Skills and Abilities

• Excellent verbal written and interpersonal communication skills.
• Strong organizational and time management abilities.
• Ability to manage multiple priorities and deadlines with minimal supervision.
• Exceptional attention to detail and accuracy.
• Strong customer service skills and professional demeanor.
• Advanced proficiency with Microsoft Office 365 applications including Outlook Word Excel PowerPoint Teams and SharePoint.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to develop effective working relationships with individuals at all levels of the organization.
• Strong problem-solving planning and decision-making abilities.

Physical Demands

What We Offer for Benefit Eligible Employees May Include:

Because ServiceSource hires the best people we work hard to provide benefits that make their lives better so we offer a comprehensive benefit program which features:

• Health coverage for you and your family through Medical Dental and Vision plans.

• Financial protection with 100% company paid Disability Life Accidental Death & Dismemberment insurance.

• A 403(b)-Retirement plan in which the company matches dollar for dollar on a generous percentage matching up to 3% of your contribution.

• Tax advantages through Flexible Spending and Health Savings accounts that allow you to pay for specific healthcare and dependent care expenses with pre-tax dollars.

• To help you manage your work and life needs we offer an Employee Assistance Program Wellness Program and Tuition Assistance.

• A generous paid time-off program in which the benefits increase based on your tenure with the company.

We are an Equal Employment Opportunity Employer making employment decisions without regard to a persons race color religion sex (including pregnancy sexual orientation gender identity and transgender status) national origin age (40 or older) veteran status disability or any other protected class. We are an E-Verify Employer and a drug-free workplace. Pre-employment background checks are required for all employment positions.

PAY TRANSPARENCY POLICY STATEMENT:

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about discussed or disclosed their own pay or the pay of another employee or applicant. However employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information unless the disclosure is (a) in response to a formal complaint or charge (b) in furtherance of an investigation proceeding hearing or action including an investigation conducted by the employer or (c) consistent with the contractors legal duty to furnish information