New

Administrative Assistant

Elwyn
paid time off, tuition reimbursement
United States, California, San Jose
Nov 14, 2025
Overview $22-$26/hour Monday-Friday 9a-5p Join a Team That Changes Lives For more than 170 years, Elwyn has been leading the way in supporting children, teens, and adults with autism, intellectual and developmental disabilities, and behavioral health challenges. As a mission-driven nonprofit, we're here to create real change - helping people lead meaningful, fulfilling lives. Now, we're looking for passionate team members to join us. Here, your work will change lives - including your own. You'll make an impact every day, find purpose in what you do, and grow in a career that truly matters. At Elwyn, we take care of you while you care for others. We offer: Generous Paid Time Off Comprehensive Medical/Dental/Vision Benefit Packages Earned Wage Access/On-Demand Pay Paid On-the-Job Training Tuition Reimbursement Career Advancement Opportunities and Growth Flexible Schedules Retirement Savings Plan Join us and be a part of something bigger. Apply today. Job Description Elwyn seeks an Administrative Assistant to provide administrative support to the Executive Director and the Regional Directors (hereafter referred to collectively as "leadership") to ensure they can efficiently accomplish key tasks and company initiatives; keeps the leadership's communications organized so that they can easily access the most important information without having to sort through low-priority items; screens all visitors to determine what level of support they need while offering polite, professional customer service; manages the leadership's daily calendars, including scheduling meetings, and confirming appointments; provides support and oversees the finances in the office within scope of authority; and provides general support to the administrators in the assigned region to assist in the efficient management of the residential homes. DUTIES AND RESPONSIBILITIES: Office Management: Serves as the point-person for maintenance, mailing, shipping, supplies, equipment, and processing bills through tasks including but not limited to: Maintaining warranties for appliances for the assigned region's residential homes Processing and obtaining approval for consultant invoices and all other vendor invoices and sending approved invoices to accounts payable department for processing Preparing checks, including Resident's Personal & Incidental Checks (P&I), payroll corrections, and final pay checks, as needed, from the Imprest Account and obtaining signatures and distributing as appropriate Handling incoming and outgoing mail and packages, organizing files, and ensuring supply requisitions are reviewed, approved, and processed Coordinating with the Information Technology (IT) department on ordering office equipment, as needed Coordinating maintenance of the office, termite control, air conditioning services, and all other office maintenance as needed Distributing paychecks for the assigned region Providing general support to visitors to the assigned office Handling customer inquiries and complaints Assists in developing office procedures to guide office operations Ensures security, integrity, and confidentiality of clinical and operational data within the office Performs weekly, monthly, and end of year account reconciliation reports for Executive Director review Performs monthly and end of year reconciliation of P&I accounts for assigned Regional Directors review Provides any needed information requested by accounting and auditing group for reconciling accounts Create trackers, as needed, for assigned projects to ensure vigilance, timely review, and oversight of project-related activities Receives all B & C checks and P & I for 47 homes distributes to necessary parties Created a Staples procedure plan for the homes Created a hierarchy account for all Spectrum accounts Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, participating in professional societies Contribute to team effort by accomplishing related tasks as needed Carry out administrative duties such as filing, typing, copying, binding, scanning, etc. Take accurate minutes of meetings Coordinate office procedures Reply to email, telephone, or face-to-face inquiries Leadership Support: Manage leadership calendars by scheduling meetings, and providing any needed reminders concerning meetings, deadlines, and other commitments Research and collect data to prepare documents for review and presentation by the board of directors, committees, and leadership Book travel arrangements Creates spreadsheets for Point of Service (POS) activity Research and create presentations Liaisons between families in the assigned region and leadership when needed or as directed Miscellaneous Support: Collects expense reports for administrators for assigned regions, obtains approvals, and forwards to accounts payable for reimbursement payment processing Assists in the creation of staff appreciation gifts for Direct Service Provider (DSP) and Nurse's week for all California regions Maintains all Airfleet procedures for the assigned region, including van title transfers Addresses billing issues and coordinates necessary maintenance for an assigned regional office with the building's property manager. Ensures all leasing documents for the assigned regional office are distributed to the appropriate parties Conveys messages from the property management company to home administrators as needed Enrolls assigned administrator staff in Adult Residential Facility (ARF) Certification training and expedites assigned staff's application to the California Department of Social Services and/or Department of Developmental Services once certification is obtained Supports administrators in acquiring, ordering, and purchasing items needed for their homes; tracks all administrator expenditures and reviews with the Regional Directors Provide support to the Human Resources department on projects, as needed Performs other duties as assigned EDUCATION/EXPERIENCE/SKILLS REQUIREMENTS: High school diploma or equivalent; associate degree or specialized training in administrative/office work preferred Two (2) years of experience in a clerical setting, experience in a corporate/administrative setting preferred Two (2) years of experience in Customer Service via phone and face-to-face contact Ability to work in a face-paced environment and manage and prioritize multiple, often competing priorities Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions Demonstrated ability to work effectively as part of a team Demonstrated strong attention to detail Demonstrated strong time management and organizational skills Must possess excellent customer interaction, collaboration, and written and verbal communication skills Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint; Publisher experience preferred Experience with billing systems; Oracle Cloud preferred Must possess a current, valid driver's license in state of residence, have a minimum of two (2) years of driving experience within the United States, and have an acceptable driving record. Equal Opportunity Employer Elwyn is an Equal Opportunity Employer. Elwyn does not discriminate on the basis of race, color, religion, creed, ancestry, pregnancy status, medical condition, gender, gender identity or expression, genetic information, sexual orientation or identity, age, national origin, citizenship, handicap status, marital or family status, mental or physical disability, perceived disability, military or veteran status, political activities or affiliations, or any other characteristic protected under applicable federal, state or local law, ordinance, or regulation.