Administrative Assistant (York)

AIMED is a faith-based agency established in 1998, dedicated to serving God's Kingdom through our work. We are an organization committed to quality, honesty, and ethical support for individuals with intellectual and developmental disabilities, their families, and our team. Join our dynamic team and contribute to our mission of breaking barriers to independence and providing extraordinary support.

Job Description - Residential and Home and Community Services, Non Direct Care Service

Title: Part-time Administrative Assistant (York)

Responsible to: Regional VP of Operations

General Description of Duties and Responsibilities:

The Administrative Assistant is the welcoming presence and steady hands of AIMED's front office. This role keeps daily operations organized, supports staff and new hires with a warm and orderly start, and helps residents, families, and visitors feel cared for from the moment they walk in. It's a role built on order, dependability, and heart - reflecting the same care AIMED brings to the people it serves.

Key Responsibilities

Front Office & Reception

• Greet Participants, families, staff, and visitors with warmth and professionalism
• Answer and direct phone calls, emails, and general inquiries
• Maintain a clean, organized, and welcoming front office space

Administrative & Filing

• Maintain accurate, organized paper and digital filing systems
• Upload and organize documents into designated systems/databases
• Prepare, proofread, and distribute correspondence, forms, and reports
• Ensure confidential resident and staff records are handled per HIPAA/privacy standards

Mail & Errands

• Sort, process, and distribute incoming and outgoing mail and packages
• Run program-related errands (office petty cash, post office, supply pickups, etc.)
• Coordinate deliveries and confirm receipt of shipments

New Hire Support

• Prepare orientation materials, folders, and workstations for new hires
• Collect new hire documentation and forward to the corporate office
• Set up orientation space and coordinate schedules with supervisors
• Ensure new hires receive required paperwork and building access/keys/badges

Supplies & Office Operations

• Track inventory and order office and program supplies
• Maintain relationships with vendors and process related paperwork
• Monitor supply budget and flag reorder needs proactively

General Support

• Assist leadership with scheduling, data entry, and special projects as needed
• Support a smooth, orderly flow of daily program operations
• Assist with the preparation of annual licensing and monitoring

Qualifications

• High school diploma required; Associate degree preferred
• 1-2+ years administrative/office experience (residential, healthcare, or nonprofit setting a plus)
• Strong organizational skills and attention to detail
• Proficient in Microsoft Office/Google Workspace and basic office equipment
• Excellent communication skills, both written and verbal
• Trustworthy with confidential and sensitive information
• Valid driver's license (for errands/off-site tasks)
• Able to lift/move supplies up to 25 lbs

Core Qualities We're Looking For

• Dependable and self-directed. follows through without needing to be chased
• Able to manage the office without supervision
• Calm under pressure; brings order to a busy front office
• Genuinely cares about people, residents, families, and staff alike
• Discreet and trustworthy with private information