Position Title - Behavioral Health Program Administrative Assistant III
Classification - Full-time, non-exempt
Salary - $23.75/hr. to $26.50/hr.
Position available - Immediately
This is an in-office position in Boulder, Colorado
The Position Are you a super planner with an eye for detail and a special talent for meeting planning? Do you have a passion for helping? The Western Interstate Commission for Higher Education (WICHE) Behavioral Health Program (BHP) is searching for an energetic, self-directed, and detail-oriented Administrative Assistant to work onsite at our Boulder, Colorado offices, and work remotely when necessary. Successful candidates will demonstrate an ability to work in a fast-paced, collaborative environment, while maintaining a professional attitude and strong attention to detail. Our staff are engaged and busy from the first day and there is never a dull moment.
Organizational Responsibility Under the direct supervision of the Senior Administrative Coordinator, and in coordination with other directors and managers, this position provides general administrative assistant support for the Behavioral Health Program. This includes the Together with Veterans (TWV) program, the Mountain Plains Rural Opioid Technical Assistance Program (ROTAC) as well as supporting other programs and projects as assigned within the BHP.
Duties and Responsibilities: - Support accounting processes including: accounts payable tracking and invoice payments, processing purchase reports, travel expense report vouchers, consultant invoices, and credit card charges.
- Assisting with meeting arrangements, travel planning, travel reimbursements, and scheduling conference calls.
- Collaborate with program managers and lead program team members on distributing educational curriculum and behavioral health program materials.
- Clerical tasks include responding to and routing telephone calls, mail and email; preparing shipments; photocopying, electronic file management, data gathering and entry, meeting minutes, and other general correspondence tasks.
- Assist with distribution of marketing and promotional materials.
- Manage all preparations for large meetings (e.g., set-up/ break-down, sending email confirmations, coordinating dinner/lunch, assisting with registrations).
- Help coordinate conference events, including an annual large TWV multi-state Summit with approximately 150-200 attendees; and other smaller events as required, including:
- Working with events broker to locate appropriate venues.
- Support the WICHE-BHP Senior Administrative Coordinator, directors and program managers and all appropriate WICHE leadership in coordinating information in preparation for finalizing event vendor contracts.
- Arrange meeting room accommodations, AV equipment setup, catering, guest speakers, arranging attendee travel, and coordinating evening reception and/or other side events.
- Coordinate logistics and special activities of events in accordance with event budgets.
- Prepare electronic and print communications (newsletters, brochures, publications, Microsoft Word, Excel and PowerPoint documents) for distribution, including copy editing, formatting documents for professional presentation, and arranging for document printing if necessary
- Provide general project support to all staff throughout the BHP
- Provide additional support to the broader BHP program, as needed, which could include the following:
- Demonstrate working knowledge of WICHE accounting processes and platforms
- Track community and consultant agreements with Budget Coordinator and Director of Operations.
- Assist with gathering of information for publication of BHP Annual Report.
- Support BHP and WICHE Annual Reports, State Page submissions and BHP website and TWV web portal public page updates
- Ability to conduct research on the Web and to do content editing on a website.
- Other duties and tasks assigned
Requirements:- Associate degree and at least two years of experience in a clerical setting.
- Knowledge of common clerical, filing, and telephone procedures, with excellent attention to details, accuracy, and timelines.
- Ability to establish and maintain effective, cooperative, and cordial working relationships; ability to be flexible, be service-oriented, and to learn new skills.
- Demonstrated ability to enter data with accuracy and timeliness.
- Strong proofreading, editing, and typing skills.
- Demonstrated competence in organizing, prioritizing, and managing multiple activities and timelines; ability to work efficiently with numerous interruptions.
- Accurate keyboarding of at least 50 wpm.
- Excellent oral and written communication skills.
- Demonstrated ability to work in a self-directed manner with excellent attention to detail and accuracy, while maintaining confidentiality of materials and information
- Ability to work effectively with a diverse group of professionals.
- Willingness to acquire additional related duties and responsibilities as
necessary. - Experience using Windows, Microsoft Outlook, Word, Excel, and PowerPoint software.
Travel Travel is not a requirement of this position; however, there may be the possibility of some travel on a limited basis.
About the Behavioral Health Program WICHE's Behavioral Health Program (BHP) provides technical assistance, education, consulting, and research services to strengthen behavioral health care in the West. Initiatives focus on analysis and growth of the behavioral health workforce, as well as overall improvements within the public mental health system. The BHP has a long history of providing mental health services in rural area, and for providing training to support prevention, treatment, and recovery efforts throughout the West.
About WICHE Since 1953, the Western Interstate Commission for Higher Education (WICHE) has been strengthening higher education, workforce development, and behavioral health throughout the region. As an interstate compact, WICHE partners with states, territories, and postsecondary institutions to share knowledge, create resources, and develop innovative solutions that address some of our society's most pressing needs. From promoting high-quality, affordable postsecondary education to helping states get the most from their technology investments and addressing behavioral health challenges, WICHE improves lives across the West through innovation, cooperation, resource sharing, and sound public policy.
Benefits Benefits: WICHE offers a competitive benefits package which includes medical insurance with generous employer contribution to health savings account (H.S.A.), dental, life, and disability insurance; flexible spending accounts (medical and dependent care); 403(b)retirement plan with employer match of 200% on employee contributions up to 5% after six full months of employment; and vacation accrual, sick leave, paid holidays, paid family leave and personal leave time.
WICHE does not discriminate on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status.