Administrative Data Assistant
The Family Tree Baltimore, MD
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 Part-Time

(2 days/week – 7 hrs. each day)

SUMMARY:  This position provides overall administrative support for Family Support Services.  The primary focus of this position is the management of client information including records management and data entry.  In addition to triaging individuals after referral or registration to the most appropriate program.  This position will provide administrative support to the Assistant Director, Clinical Supervisors, Mental Health Clinicians, and Family Support Specialists/Advocates.

RESPONSIBILITIES:

  • Completing intake registration as required

  • Maintaining intake and discharge logs and files for Family Support Services

  • Processing data as required by The Family Tree, Inc.’s data collection requirements

  • Generate memos, emails and statistical/progress reports when appropriate and required

  • Maintaining a system for open and closed file confidentiality

  • Providing telephone support for program staff, as assigned

  • Collecting and distributing mail for program staff as assigned

  • Maintaining and ordering general supplies for program staff by checking inventory and reordering items

  • Providing administrative support to the program’s teams

  • Providing front desk coverage and training as needed and assigned

  • Completing mailing reports and check logs for the Front Desk

  • Attending required staff and team meetings/agency events (and at times maintaining meeting minutes)

  • Attending required training and/or conferences

  • Participate in supervision on a monthly basis

  • Orients new staff in use on ETO and other programmatic databases

  • Manage workflow by following up with tasks and reports to staff daily, ensuring that deadlines are met and work is completed correctly

  • Oversee ShareBaby request system (including ordering, pick-up, and stocking)

  • Oversee pack n’ play ordering, pick-up and restocking

  • Respond to questions and requests for information

     EDUCATION:  High School or GED.

     EXPERIENCE: Two years, Secretarial experience; Minimum of one year with database management and input experience; ETO a plus

    SKILLS:

  • Excellent oral and written communication skills

  • Ability to work well with others (and with diverse populations)

  • Ability to maintain professional boundaries

  • Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel

  • The ability to multi-task, while maintaining complex schedules and managing administrative support

  • Superior organization skills and dedication to completing projects in a timely manner

  • Detail-oriented and comfortable working in a fast-paced office environment

  • Ability to analyze and revise operating practices to improve efficiency

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