The Effective Admin

Karen Porter, The Administrative Professional Job Performance and Career Success Coach

and Founder and President

of The Effective Admin

"I specialize in serving administrative professionals like you with job performance and career management advice. With almost 24 years experience interacting with the 'real' workplace and working administrative professionals -- including holding former admin pro level positions (and higher levels) myself at multiple different employers, -- I am well aware of the substantial job you and your administrative professional colleagues perform daily."

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Featured Administrative Professional Job Description:  Healthcare - nonprofit


 

Current job title:  administrative assistant

 

Industry:  Nonprofit community mental health services

 

Department:  Program/Clinical Services Department

 

Years worked in this industry:  less than 3

 

Years worked in this department:  less than 3

 

Special training or attributes needed or helpful to get job in this industry (or specific department):  5+ years’ admin experience / BA preferred, experience with contracts, grants & proposals, ability to maintain a high level of confidentiality. A “can do” attitude, exceptional organizational skills

 

Number of managers and/or staff supported:  [My executive director] is the priority; I also assist four immediate directors that follow this position in addition to various clinicians/program managers (as necessary).

 

Typical work hours:  9:00a.m. to 6:00p.m.

 

Weekends or overtime hours:  I occasionally work weekends at my own discretion, without overtime pay. I do work overtime when necessary, approximately two – three months per year and I receive overtime compensation.

 

General salary range (Note: This is a general figure or range provided by survey respondent and may NOT be an exact salary in order to give survey respondent some privacy. Also you must take into account that the number of years worked in industry/department may contribute to this salary as well as criteria such as level of position and person reports to, required hours and geographical location.):  $32,000 - $36,000

 

Benefits (direct or indirect):  Yes, the standard benefits are offered in addition to personal necessity time that is accrued

 

Lingo you might hear in this industry: 

Diagnostic Evaluation
The aim of a general psychiatric evaluation are 1) to establish a psychiatric diagnosis, 2) to collect data sufficient to permit a case formulation, and 3) to develop an initial treatment plan, with particular consideration of any immediate interventions that may be needed to ensure the client’s safety.

 

Dually Diagnosed
A person who has both an alcohol or drug problem and an emotional/psychiatric problem is said to have a dual diagnosis.
 

Quality Assurance
An approach to improving the quality and appropriateness of medical care and other services. Includes a formal set of activities to review, assess, and monitor care to ensure that identified problems are addressed.

 

A typical day on the job:  I work on various tasks and projects, anything from preparing proposals to assisting with organizing events. Constant communication flow, meetings, liaison between staff, single point of contact, new staff orientation schedules, some site coordination (we have five sites), program manual preparation, in addition to the usual AA tasks of reports, scheduling meetings, correspondence, filing, etc…

 

Positive things about being an administrative professional in this industry: 

1. Provide exceptional administrative assistance skills where it makes a difference.


2. An opportunity to help the community, without being in the frontline.


3. Opportunity to be involved in different aspects of a nonprofit organization

 

Negative things about being an administrative professional in this industry: 

1. The salary is lower than in other organizations.


2. Not many non clinical positions you could promote into.


3. The possibility of being caught in a situation.

 

Type of workspace/office:  office

 

Primary responsibilities as an administrative professional in this position: 

1. Assist the [executive director] where needed


2. Assist the directors immediately under the [executive director] position


3. Meetings


4. Consistent communication flow/liaison between staff


5. Assisting with contracts, contract amendments, proposals

 

Top thing(s) incumbent admin would require of job applicants seeking to be her/his position replacement: 

1. Have a can do attitude/ability to follow through
2. Exceptional organizational skills
3. Ability to take initiative

 

Office machines or equipment operated regularly:  Copier, fax, shredder, printer,

 

Technology (hard) skills used regularly:  MS Office, Internet Explorer, Mozilla Firefox, Adobe, CD creator, various search engines

 

Critical soft skills: 

Good communication
Good presentation/attitude
Why? Good communication helps to keep everyone on the same page, lessons the space for error as well as helps productivity move along smoothly.

Good presentation/attitude-anyone who presents themselves in a well professional business manner will also gain and maintain respect. Those that you need to listen to what you have to say, will. Something I believe all administrative assistants should practice.

 

Pace of this position:  Mainly an average pace, however it can move fast and take a turn at any moment and when it does hold on tight for an adventurous ride.

 

Geographical region:  Southwest U.S.


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