Administrative Assistant, Facilities Services

Wingspan Care Group is a nonprofit administrative and management organization that provides a united, community-based network of services so member agencies can focus on mission-related goals. Our innovative model promotes sustainability and advancement among its partner agencies by streamlining operations and eliminating redundancies.

About the role

The Administrative Assistant provides support to the Division of Facilities Operations team and works in cooperation with the division’s directors, managers, and supervisors. The role involves integral collaboration with various Agency departments, including Information Technology and Finance, to further the department’s and Agency’s goals.

Responsibilities

• Provide administrative support to the Facilities Operations and Project Coordinator, including ordering department-related supplies, completing Purchase Orders, tracking orders, and coordinating deliveries.
• Administer and provide administrative support to the Facilities Division’s various departments and teams, as well as on an as-needed basis to other executives and departments.
• Maintain and update the department vendor database.
• Assist with the ordering of facility-related supplies and furniture across the Agency and affiliates, including office supplies, name plates, signage, basic items for new start-up locations, and carpet and office furniture.
• Maintain office inventory records, including seating charts and office furniture tracking.
• Manage Agency accounts for copiers and postage machines, coordinate service and supplies, and maintain equipment inventory, including lease information.
• Process and code vendor invoices for payment, reconcile monthly credit card statements (including gas and purchasing cards), and create Check Requests with Finance as required.
• Annually maintain the Property Portfolio document.
• Attend scheduled staff meetings, supervision, and ongoing training.
• Maintain all required training courses, certifications, and licensure in accordance with applicable regulations and standards.
• Respect client privacy and handle all client-related documents in accordance with Agency confidentiality guidelines.
• Maintain confidentiality regarding sensitive employee information.
• Adhere to high standards of ethical and professional conduct and Agency policies and procedures.
• Perform other duties as assigned by management.

Requirements

• 5 years of office experience, including coding, data entry, procurement, and working with contractors.
• Understanding of tool and equipment names, functions, household, and maintenance items.

Qualifications

• Education: Bachelor’s degree preferred. In lieu of a degree, an equivalent combination of education and work experience in conjunction with a High School Diploma is required.
• Skills:
  • Core Expertise: Possesses skill, knowledge, and abilities to perform essential duties; keeps knowledge up to date.
  • Cultural Competency: Demonstrates awareness, sensitivity, and skills in working professionally with diverse individuals, groups, and communities.
  • Interpersonal Communication: Communicates clearly using verbal, nonverbal, and written skills in a professional context.
  • Professional & Ethical Conduct: Adheres to professional values such as honesty, personal responsibility, and accountability; applies ethical concepts within scope of work.
  • Collaboration & Teamwork: Functions effectively as a member of a professional team that includes employees, clients, and family members.
  • Problem-Solving & Decision-Making: Recognizes problems and responds appropriately; gathers and analyzes information to identify root causes and make timely decisions.

Benefits

• Healthcare: Comprehensive medical (free option available), dental, vision, and FSAs.
• Education Perks: 50% CWRU MSW tuition discount and free supervision for licensed roles.
• Financial Security: 403(b) retirement plan with employer match.
• Work-Life Balance: Generous PTO, paid holidays, and 24/7 EAP support.
• Family Care: Fertility/IVF coverage, childcare FSA, and pet insurance.