Part-time Business Office Administrator

Job Description:

Gateway Rehab Center (GRC) has an outstanding role for a Part-time Business Office Administrator who will provide administrative support for the Productivity Partners team which provides services such as EAP, Training, Coaching & Consulting. 

This position also maintains and coordinates vendor payments and prioritizes active client life cycles. This position receives regular supervision and instruction.

Responsibilities

• Organizes, maintains, and manages the administrative tasks for the Productivity Partners team leads.
• Manages, coordinates, schedules daily agenda and manages minutes for meetings.
• Maintains accurate and organized recordkeeping for projects. 
• Prepares letters, reports, and other documents as assigned.
• Maintain filing system and correspondence for Productivity Partners.
• Develop and maintain digital filing system.
• Perform clerical duties as needed.
• Administers mailings both physical and virtual for the department.
• Coordinates on-site and virtual trainings. 
• Researches and Compiles information for reports and presentations
• Answer multi-line phone in a professional manner, screen and correctly direct calls to the appropriate staff.
• Supports operations of Productivity Partners team and communication with their client base.
• Orders supplies needed for office operations.
• Attends site and operations meetings as needed.
• Drives special projects assigned by supervisor.
• Attends mandatory training and in-services.

Knowledge, Skills, and Abilities

• Demonstrates a professional level of verbal and written communication while participating in meetings, answering emails, engaging in phone calls, and other correspondences.
• Ability to critically think through problems from a solutions-based approach.
• Proactive approach to problem solving and process improvement.  
• Ability to interact with clients in a compassionate manner consistent with our mission.
• Ability to promote the importance of the programs and raise awareness across multiple communities. 
• Ability to communicate strategies to encourage clients to utilize the program and reduce the stigma associated with seeking assistance.
• Ability to use multiple tools that collect and analyze data that tracks participation rates. evaluation outcomes and prepare reports for leadership.
• Ability to maintain professional discretion in handling sensitive information and ensuring that all interactions with clients are kept confidential.
• Ability to collaborate with others with diverse backgrounds and experiences.
• Proficient with MS Office and other scheduling software applications. 
• Superior verbal and written communication skills.
• Excellent customer service skills

Requirements

• Associate’s degree or equivalent

Preferred Requirements

• At least 3 years’ experience in an office management role. 
• Previous experience supporting HR or EAP programs or similar employee support services.
• Familiarity with organizational development principles and employee engagement strategies.
• Knowledge of relevant laws and regulations governing mental health services and workplace accommodations.

Additional Requirements

• PA State Police Criminal History Record Check,
• Obtain PA Child Abuse and FBI fingerprinting Clearances
• Pass Drug Screen
• TB Test

Work Conditions

• Primarily operates in a remote/work from home environment but may involve occasional travel to corporate offices or on-site customer locations to attend meetings, training sessions, or conferences.
• Favorable working conditions.
• Flexible work hours may be required to accommodate employee needs and critical events outside of regular business hours.
• The position may involve exposure to sensitive or distressing situations, requiring emotional resilience and self-care practices.
• Minimal physical demands.
• Significant mental demands include routine decision making, continuous attention to detail and high mental and visual concentration.

GRC IS AN EQUAL OPPORTUNITY EMPLOYOR M/F/D/V