Rehabilitation Administrative Assistant

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The Rehabilitation Administrative Assistant serves as the primary administrative support professional for the Senior Executive Director, Senior Director of Rehabilitation Services, and Assistant Director of Employment Services while functioning as the front office coordinator for the Clearwater office. This position is responsible for ensuring efficient office operations, managing executive schedules and communications, coordinating administrative activities, and maintaining a professional and welcoming environment for visitors, employees, consumers, and community partners.
The role provides critical administrative infrastructure that supports organizational operations, executive effectiveness, and efficient office management across multiple departments. The Rehabilitation Administrative Assistant exercises discretion and independent judgment in handling confidential information, coordinating executive priorities, and supporting organizational initiatives. The incumbent must demonstrate exceptional organizational skills, professionalism, initiative, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Primary Duties:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. These duties and responsibilities will be rated on the Annual Performance Review.

• Provide direct administrative support to the Senior Executive Director, Senior Director of Rehabilitation Services, and Assistant Director of Employment Services, in addition to other rehabilitation services staff as needed.
• Manage calendars, schedules, appointments, meetings, and travel arrangements for assigned staff and coordinate meeting logistics, conference registrations, and special events.
• Prepare correspondence, reports, presentations, spreadsheets, agendas, and other business documents.
• Prepare meeting materials and maintain records of meetings, action items, and follow-up activities.
• Lead Safety Meetings and coordinate safety drills, inspections and annual reporting in alignment with CARF standards.

Additional Responsibilities :

Reception and Office Administration

• Serve as the primary point of contact for visitors, employees, consumers, vendors, and community partners.
• Answer, screen, and direct incoming telephone calls and electronic communications.
• Greet visitors and maintain a professional and welcoming office environment.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Coordinate office supply purchasing and inventory management.
• Schedule conference rooms and assist with office event coordination.
• Coordinate facility requests, office equipment maintenance, and vendor services as needed.
• Assist with special projects, strategic initiatives, and organizational priorities.
• Establish and maintain positive working relationships with employees, consumers, referral sources, vendors, and stakeholders.
• Maintain professionalism and confidentiality in all aspects of work.
• Participate in required training and professional development activities.
• Support organizational goals and strategic initiatives.
• Perform other responsibilities as assigned.

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Administrative and Program Support

• Assist with the preparation and maintenance of reports, contracts, grants, audits, and compliance documentation.
• Enter, maintain, and retrieve information from organizational databases and information systems (SetWorks).
• Assist with document retention and records management activities, such as shredding.
• Maintain confidential information and records in accordance with organizational policies and procedures.
• Support special projects and organizational initiatives as assigned.

Qualifications: Education, Experience, and Certification(s)

• Associate's Degree (AA/AS) required.
• Minimum of two (2) years of administrative support, executive assistant, office management, or related professional experience required.
• Experience in a nonprofit, healthcare, rehabilitation, workforce development, or human services environment preferred.

Knowledge, Skills, and Abilities

• Excellent verbal, written, and interpersonal communication skills.
• Strong organizational and time management abilities.
• Ability to manage multiple priorities and deadlines with minimal supervision.
• Exceptional attention to detail and accuracy.
• Strong customer service skills and professional demeanor.
• Advanced proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to develop effective working relationships with individuals at all levels of the organization.
• Strong problem-solving, planning, and decision-making abilities.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; reach with hands and arms; and talk or hear. Prolonged periods of sitting, standing, walking, and working at a computer.  The employee may occasionally lift or move products and supplies, up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Ability to communicate effectively in person, by telephone, and through electronic communication.

What We Offer – for Benefit Eligible Employees May Include:

Because ServiceSource hires the best people, we work hard to provide benefits that make their lives better, so we offer a comprehensive benefit program which features:

• Health coverage for you and your family through Medical, Dental, and Vision plans.

• Financial protection with 100% company paid Disability, Life, Accidental Death & Dismemberment insurance.

• A 403(b)-Retirement plan in which the company matches dollar for dollar on a generous percentage matching up to 3% of your contribution.

• Tax advantages through Flexible Spending and Health Savings accounts that allow you to pay for specific healthcare and dependent care expenses with pre-tax dollars.

• To help you manage your work and life needs, we offer an Employee Assistance Program, Wellness Program, and Tuition Assistance.

• A generous paid time-off program in which the benefits increase based on your tenure with the company.

We are an Equal Employment Opportunity Employer, making employment decisions without regard to a person’s race, color, religion, sex (including pregnancy, sexual orientation, gender identity and transgender status), national origin, age (40 or older), veteran status, disability, or any other protected class. We are an E-Verify Employer and a drug-free workplace. Pre-employment background checks are required for all employment positions.

PAY TRANSPARENCY POLICY STATEMENT:

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information