Job Summary The Administrative Assistant provides clerical, recruiting-coordination, communication, and office support to Human Resources, leadership, and program management. The position coordinates interviews, completes approved reference-check procedures, prepares authorized employment correspondence, organizes meetings and orientation logistics, and helps applicants and employees complete routine administrative steps. The Administrative Assistant is expected to use The L.I.F.E. Group's approved communication, document, scheduling, form, and recruiting tools accurately and professionally. The role requires strong follow-through, careful handling of confidential information, and the ability to keep administrative work organized without making independent hiring, compensation, disciplinary, or policy decisions. Essential Responsibilities Candidate Communication & Interview Coordination Contact candidates who have been approved for the next step using approved email, telephone, and recruiting-platform templates. Schedule, reschedule, and confirm interviews; send complete calendar invitations with the correct attendees, time, location, meeting link, and instructions. Provide timely reminders and document cancellations, rescheduling requests, and no-shows. Prepare approved interview materials and provide the interviewer with the candidate's application, resume, and assigned forms. Welcome candidates, explain the administrative flow of the interview, and route questions requiring judgment to HR or the assigned interviewer. Maintain accurate administrative status notes and forward candidate materials to the designated HR, leadership, or program contact. Reference Checks & Conditional Offer Support Complete employment reference checks using the approved question set and document responses accurately and objectively. Escalate inconsistent, incomplete, or concerning reference information to HR without making an independent hiring determination. Prepare conditional offer letters and related correspondence from approved templates after receiving authorization from HR or leadership. Route approved offer letters through the designated electronic-signature process, monitor signature status, and follow up as directed. Communicate next-step instructions to candidates and route completed documents to the designated record owner. Orientation & Meeting Coordination Coordinate approved orientation dates, rooms, calendars, attendance lists, and meeting materials. Distribute approved forms, packets, links, and instructions and help participants understand routine completion steps. Record attendance and administrative follow-up items, then route completed materials to the appropriate department. Schedule conference rooms or virtual meetings and confirm that required participants have the correct invitation and materials. Clerical, Office, & Leadership Support Draft, proofread, format, and send routine correspondence, notices, agendas, minutes, and administrative documents using approved templates. Coordinate calendars, meetings, reminders, and follow-up items for HR and leadership as assigned. Answer and route routine telephone, email, and visitor inquiries in a courteous and professional manner. Maintain orderly shared administrative folders and working files using approved naming and filing conventions. Support office-supply inventory, approved purchasing requests, room reservations, mail, scanning, copying, and document distribution. Track assigned administrative tasks through completion and promptly communicate delays, missing information, or decisions needed from management. Confidentiality & Professional Conduct Protect applicant, employee, and organizational information and share it only with authorized recipients. Follow approved procedures for handling personally identifiable information, employment records, and confidential correspondence. Verify recipients, attachments, links, permissions, and document versions before sending or sharing information. Correct administrative errors promptly and notify HR when an error may affect a candidate or employee. Maintain respectful, responsive, and professional communication with applicants, employees, vendors, and leadership. Required Technology Proficiencies Google Gmail Compose polished business email; use approved templates; manage attachments, labels, searches, replies, and follow-up; verify recipients before sending confidential information. Google Calendar and Google Meet Create, edit, cancel, and confirm interviews and meetings; invite the correct attendees; prevent conflicts; add locations, instructions, attachments, and video links. Google Drive and Google Docs Locate approved templates; create and format letters and packets; use comments and suggested edits; apply naming conventions; manage routine sharing permissions; avoid duplicate or outdated versions. Prepare an approved document for signature, assign signers correctly, monitor completion, send reminders, and route the completed document to the authorized recipient. Google Sheets Enter and update administrative information accurately; use filters, sorting, data validation, basic formulas, and status fields; preserve existing formatting and protected content. Indeed Employer Tools Send professional candidate messages, use approved templates, coordinate interviews, update scheduling details, and document candidate communication after a candidate is assigned for contact. Fillout/Zite Send approved form links, confirm submission status, help users with routine navigation, and route submissions to the correct internal recipient without changing approved forms or workflows. PDF, scanning, and printing tools Produce legible scans; combine, split, rotate, rename, and securely share PDF files; confirm page completeness and readability before routing a document. Business telephone and virtual meeting tools Conduct professional calls, take accurate messages, document reference-check responses, use voicemail appropriately, and support Google Meet or similar virtual meetings. Preferred Operational Tool Familiarity Basic office equipment, including multi-function printers, scanners, copiers, and secure shredding procedures. Skills & Abilities Strong written and verbal communication skills. Excellent organization, prioritization, and follow-through. High attention to detail, especially with names, dates, rates, recipients, links, and attachments. Ability to manage several schedules, communications, and deadlines at the same time. Sound judgment about when to proceed using an approved procedure and when to escalate to HR or leadership. Professional telephone, email, and in-person customer service skills. Ability to follow templates, checklists, confidentiality rules, and document-control procedures consistently. Ability to learn updated administrative workflows and software through standard training. Education and Experience High school diploma or equivalent required; associate degree in business administration, human resources, office administration, or a related field preferred. At least two years of administrative, recruiting-coordination, office-support, or customer-service experience preferred. Demonstrated experience with Google Workspace or a comparable cloud-based office suite required. Experience supporting a human-services, healthcare, or regulated organization preferred. Experience handling confidential employee or applicant information preferred. Work Expectations Maintain reliable attendance and availability during assigned business hours. Meet established deadlines and provide timely status updates when work cannot be completed as assigned. Demonstrated experience with Google Workspace or a comparable cloud-based office suite required. Experience supporting a human-services, healthcare, or regulated organization preferred. Experience handling confidential employee or applicant information preferred. Skills & Abilities Strong knowledge of ODP regulations and service delivery expectations Ability to audit documentation and identify compliance risks Excellent organizational, analytical, and problem-solving skills Effective communication and leadership abilities Ability to work independently and manage multiple priorities Proficiency with electronic documentation systems (e.g., THERAP or similar) Education & Experience High school diploma or equivalent required; associate degree in business administration, human resources, office administration, or a related field preferred. At least two years of administrative, recruiting-coordination, office-support, or customer-service experience preferred. Experience supporting a human-services, healthcare, or regulated organization preferred. Experience handling confidential employee or applicant information preferred. Demonstrated experience with Google Workspace or a comparable cloud-based office suite required. Work Expectations Maintain reliable attendance and availability during assigned business hours. Demonstrated experience with Google Workspace or a comparable cloud-based office suite required. Meet established deadlines and provide timely status updates when work cannot be completed as assigned. Use company equipment, accounts, and confidential information only for authorized business purposes. Perform the essential functions of the position with or without reasonable accommodation. Demonstrated experience with Google Workspace or a comparable cloud-based office suite required.

Job Types:

Full-time, Part-time Pay:

From $17.00 per hour Expected hours: 24.0 per week

Education:

Associate (Preferred)

Experience:

Google Workspace:

1 year (Preferred)

Language:

English (Required) Ability to

Commute:

Aston, PA 19014 (Required)

Work Location:

In person