Position Summary:
Provides executive-level administrative, secretarial, and project support to the Chief Executive Officer (CEO) and, as assigned by the CEO, other members of the executive team. Serves as the primary liaison between the CEO and the Board of Directors, providing administrative support to the Board, as needed. Serves as the Agency’s Office Coordinator at the Noll Center, including supervision of the Catholic Charities Front Desk reception.
Essential Duties/ Responsibilities:
Represents the Office of the CEO and Catholic Charities with the highest level of professionalism and integrity; faithfully supports the Catholic identity and values of the organization; maintains strict confidentiality and sound ethical judgment in all communications and decisions.Anticipates the CEO’s professional needs, including scheduling, calendar management, and upcoming events, and plans proactively to enable the CEO to focus on strategic leadership responsibilities.Performs administrative functions including preparing executive correspondence, greeting visitors, coordinating virtual meetings and calls, scheduling meetings for the CEO and designated staff, prioritizing and flagging critical CEO emails for follow-up, and managing travel itineraries as needed.Exercises sound judgment, discretion, and resourcefulness in responding to telephone calls and information requests directed to the CEO, determining appropriate access, response, or redirection.Provides high-quality administrative support to the Board of Directors, including coordinating intake documentation and onboarding processes for newly approved board members; ensures required documents are updated annually and maintained in each board member’s confidential file.Attends quarterly and annual board meetings, records and prepares meeting minutes, obtains the Board Secretary’s signature on approved minutes, and maintains the board portal.Supervises Catholic Charities’ front desk reception staff, ensuring a high level of client service, managing the staffing schedule, and providing backup support, as needed.Serves as the agency coordinator for office-related work order needs, including furniture repairs and facility maintenance in collaboration with the Diocese.Serves as Chair of the Hospitality Committee, overseeing year-round employee wellness activities and All-Staff meeting logistics and activities.Coordinates and ensures necessary arrangements are made in support of meetings and staff training events; attends meetings and prepares minutes as needed.Maintains a high level of productivity while ensuring quality and accuracy.Opens, sorts, and distributes the CEO’s mail and correspondence.Maintains CC Office emails and follows up with appropriate staff, as needed, to responds in a timely manner.Serves as a member of the leadership and executive leadership teams, supports a positive team and agency culture, and maintains the flow of information as directed by the CEO.Prepares and maintains minutes for leadership and executive leadership team meetings.Prepares internal and external organizational documents and establishes effective systems for filing and retrieving corporate records.Completes administrative documentation and submits information as appropriate, ensures compliance with documentation requirements, and prepares reports as needed.Maintains schedules and oversees use of the Hope meeting room in Fort Wayne.Provides word processing and transcription support for correspondence, letters, memoranda, proposals, detailed reports, and billing documents; demonstrates strong proficiency in advanced word processing functions.Operates standard and automated office equipment, including computers, internet-based systems, transcription equipment, fax, photocopy, and postage machines.Assists with special projects assigned.Conditions of Employment:
Valid driver’s license with a clean driving record.Reliable personal vehicle with liability insurance coverage Proficiency in internet, word processing, spreadsheet, and email applications, preferably Microsoft Office.Minimum Job Requirements:
High school diploma or equivalent required, along with at least three years of executive-level administrative assistant or paralegal experience; an associate degree in business or office administration is preferred.Demonstrated proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint. Exceptional written and verbal communication skills, with strong attention to detail.Typing speed of at least 60 words per minute.Demonstrated ability to build rapport and provide excellent relationship management and customer service.Self-motivated professional with sound conflict management skills and a strong commitment to results.Ability to manage interruptions effectively and balance multiple priorities in a fast-paced environment.Direct and effective communicator with a flexible schedule to work overtime when needed and travel as necessary.Physical Requirements:
In accordance with the Americans with Disabilities Act, the general aptitudes and physical requirements necessary to perform this position are identified above. Individuals in this position must be able to perform all essential job functions with or without reasonable accommodation.
Prior to Hire Requirements
Candidates must be willing to complete the following prior to hire:
Physical examinationDrug screening and Mantoux testingLocal and federal criminal background checksChild welfare registry screeningPost Hire Requirements:
Submit to driving record checks, drug testing, and/or criminal history checks as required.Participate in meetings, activities, in-services, committees, and trainings as required by the agency.Comply with the agency’s mission, code of ethics, and policies and procedures, including confidentiality requirements; demonstrate respect for Catholic social teaching and tradition; and adhere to COA accreditation standards and all applicable funding, program, legal, regulatory, and licensing requirements.Disclaimer:
Marginal functions incidental to the performance of essential job duties have been excluded from this description.This job description does not imply that it includes every duty to be performed by the employee in this position. Employees may be required to perform other job-related duties as assigned.Nothing in this job description restricts the agency’s right to assign or reassign duties and responsibilities at any time. Read LessPosition Summary: As a Community Services Case Manager, you will serve those in need of pregnancy support, rent and utility assistance, Thrive life skills classes, human trafficking victims’ assistance, and/or homeless services support. With your boots on the ground, you will serve clients in need by offering them a variety of resources to improve their unique situations.
Essential Duties/Responsibilities:
Provide direct case management services to adults and children in various programs within the agency that may include but are not limited to: Pregnancy and Parenting ServicesEducation Creates Hope and Opportunity (ECHO) ServicesResource & Referral ServicesThrive Life Skills classesHuman Trafficking Case ManagementHomelessness Case ManagementFood PantryVisit clients in office, home, or community to take assessments, case plan, advocate, make referrals, perform crisis management, develop client skills and problem solve.Assist pregnant and parenting teens to address barriers faced in completing their high school education or high school equivalency program and/or post-secondary program completion.Provide direct services to clients in need of financial or material assistance or enroll clients in self-sufficiency programming.Facilitate one on one or small group skills training for clients including budget review, financial literacy, banking, job skills development, job search and interviewing practice, school enrollment, FAFSA completion, etc.Provide case management services to residents transitioning out of homeless shelters, or seeking shelter.Develop and maintain relationships with community service providers to coordinate client services. Promote and represent Catholic Charities’ programs in the community and with clients.Attend relevant community service trainings, committee, and service provider meetings.Satisfy all case documentation requirements and ensure records are current and accurate.Collect program data in preparation of grants and program reports as needed.Comply with all grant, funder, and audit requirements of the program.
Minimum Job Requirements:
Bachelor’s degree in social service or related field from an accredited college/university and a minimum of one year work experience in social service setting.Working knowledge of community service and public program providers, CORE 40/ HSE requirements, college application & entrance requirements, FAFSA application process, employment skills development, and financial literacy.Ability to work independently and effectively to provide services with limited supervision.Ability to effectively represent the program in public situations.Ability to travel in personal vehicle within the West Region and the Diocese of Fort Wayne South Bend, Inc. as needed.Respect for Catholic Social Teaching and compliance with the agency code of ethics.Bilingual Spanish preferred.
Skills:
Computer literacy in Microsoft Office 365Excellent written and oral communication skillsCultural competence
Conditions of Employment:
Valid Driver’s License with clean driving record.Reliable vehicle with personal vehicle liability insurance Proficient in Internet, word processing, spreadsheet, and e-mail applications (prefer Microsoft Office).
Physical Requirements:
The Americans with Disabilities Act requires that we identify the general aptitudes and physical requirement needs to perform the job listed above. Individuals who have the position must be able to perform all essential job functions unaided or with reasonable accommodation.
Must have ability to reason and make judgments, to understand and follow oral instruction, to understand and follow written instruction, to guide and/or give instructions, and to make decisions in accordance with established procedures and policies.Strength: Must have ability to lift, push/pull, and hold/carry 50 lbs.
Prior to Hire Requirements:
Must be willing to submit to:
• Physical
Drug and Mantoux screensLocal and federal criminal background checks• Child welfare registry screening
Post Hire Requirements:
• Random driving record checks
• Drug testing and/or criminal history and child welfare registry checks
• Comply with agency Mission, code of ethics, Catholic social teaching, and agency policies and procedures, including confidentiality
• Meet all legal, funding source, regulatory, and accreditation standards and requirements
Disclaimer:
This job description in no way implies that the description includes every duty to be performed by the employee in the position. Nothing in this job description restricts the agency’s right to assign or reassign duties and responsibilities to this job at any time.FLSA and Employee Status: Non-exempt, Part time
Position Summary: We are currently seeking a qualified administrative assistant with experience in a medical or clinical environment, strong communication skills, and a keen attention to detail. As the face of our organization, you will be treating patients with dignity from the moment they walk through the door. The administrative assistant will additionally maintain a well-organized office and provide a wide variety of support to our clinicians.
Essential Duties/Responsibilities:
Greet clients with a friendly demeanor and act as a liaison between clinicians, patients, and visitors.
· Schedule, confirm, reschedule, and cancel appointments.
· Prepare for incoming clients by reviewing their accounts for paperwork or billing needs, and process those needs prior to clients meeting with a clinician.
· Meet with new clients to review paperwork, e.g., informed consent, HIPAA, fee agreement, agency handbook, agency data sheet.
· Update and organize internal medical records system with client information, outside records, medication lists, and insurance.
· Contact clients who have balances on accounts and request payments.
· Collect payments from clients and ensure accurate account of payment using internal revenue sheet system.
· Contact clients for feedback on services, using agency client satisfaction survey.
· Verify insurance eligibility, check benefits, and provide an estimate cost to clients for therapy services.
· Maintain a comprehensive list of community resources and their brochures for client referrals.
· Handle phone calls from clients seeking services, schedule appointments, and send intake documentation to clients.
· Curate a clean, stocked, and accessible office with a welcoming aesthetic.
· Digitize charts, as office is transitioning from paper to electronic charting.
· Assist clinicians with data entry into the agency system.
· Assist with auditing charts to ensure all paperwork is completed and in system.
· Facilitate communication with the office landlord for maintenance or property needs
Participate in meetings, committees, and trainings as required by the agency.
Qualifications:
· Minimum of one year of experience as an administrative assistant in a medical or clinical environment.
· Preferred candidate obtains an associate or bachelor’s degree in psychology, business, or related field.
· Preferred candidate is bilingual in English and Spanish.
· Preferred candidate has experience communicating with insurance companies, experience with medical coding and terminology, and experience with patient management software system
Skills:
· Computer literacy in Microsoft Word, Excel, Outlook, and Teams.
· Excellent interpersonal and customer service skills.
· Excellent written and oral communication skills.
· Excellent organizational skills and attention to detail.
Conditions Of Employment:
· Have a valid driver’s license with a clean driving record.
· Reliable vehicle with personal vehicle liability insurance coverage
· · Successful completion of federal and state background checks.
· Successful completion of child welfare screening.
· Successful completion of drug and Mantoux (TB) screens.
· Comply with the agency’s mission, code of ethics, Catholic Social Teaching, policies and procedures, and confidentiality.
Physical Requirements: The Americans with Disabilities Act requires that we identify the general aptitudes and physical requirements needed to perform the job listed above. Individuals who hold this position must be able to perform all essential job functions unaided or with reasonable accommodation.
· Must have ability to reason and make judgements, to understand and follow oral and written instruction, to guide and/or give instructions, and to make decisions in accordance with established procedures and policies.
· Physical strength: must have ability to lift, push/pull, and hold/carry 25 lbs.
Disclaimer:
· This job description in no way implies that the description includes every duty to be performed by the employee in the position.
· Nothing in this job description restricts the agency’s right to assign or reassign duties and responsibilities to this job at any time.
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