Administrative Assistant (Hub 26) - Poplar Bluff

Job Purpose

The Hub Administrative Assistant provides administrative and clerical support for Hub 26. This position is responsible for coordinating day-to-day office operations, scheduling meetings, maintaining records, supporting Hub governance activities, assisting with communications, and ensuring accurate documentation for state reporting and community collaboration efforts. The Administrative Assistant must demonstrate professionalism, excellent organizational skills, strong customer service, and proficiency with computer software and office technology while working with multiple community partners and stakeholders.

Qualifications 

• Minimum of High School diploma
• Previous administrative support experience preferred.
• Proficient in Microsoft OfficeMicrosoft Teams, Monday.com, and other office software.
• Experience with scheduling, meeting coordination, document management, and customer service preferred.
• Ability to maintain confidentiality and exercise sound judgment.
• Excellent verbal and written communication skills.
• Ability to organize multiple priorities and work independently. 

Core Job Duties

• Serve as the primary administrative support for Hub 26.
• Answer and direct incoming phone calls, emails, and inquiries from community partners, providers, and stakeholders.
• Coordinate calendars, meetings, and appointments for the Hub Project Coordinator and Hub leadership team.
• Schedule and organize Hub Leadership Board meetings, advisory committee meetings, workgroups, and community partner meetings.
• Prepare meeting agendas, meeting packets, attendance records, and meeting minutes.
• Maintain Hub governance records, committee rosters, charters, bylaws, and membership documentation.
• Maintain electronic filing systems, SharePoint libraries, and document repositories for Hub operations.
• Assist with preparation and submission of reports required by the Missouri Department of Mental Health (DMH) and other funding agencies.
• Track Board membership terms, attendance, required documents, and action items.
• Assist with coordination of community events, trainings, and stakeholder meetings.
• Maintain Hub contact databases, distribution lists, and communication records.
• Assist with purchasing, office supply inventory, and vendor coordination as needed.
• Coordinate travel arrangements, meeting logistics, room reservations, and virtual meeting technology.
• Assist with maintaining project timelines, implementation checklists, and administrative tracking systems (Monday.com or other project management software).
• Support collection and organization of program data and quality improvement documentation.
• Maintain confidentiality of sensitive information in accordance with HIPAA, agency policies, and applicable regulations.
• Assure Hub administrative operations comply with agency policies, grant requirements, DMH expectations, CARF standards, and strategic priorities.
• Adherence to all applicable evidence-based practice models. 
• Orally communicate information effectively and accurately. 
• Abide by program and agency policies and procedures.
• Other job duties and special projects as assigned.