Administrative Assistant - NEXUS Program Support

About Helen Keller Services

Helen Keller Services (HKS) is dedicated to empowering individuals who are DeafBlind or have combined hearing and vision loss. Since 1967, HKS has worked to enhance independence, employment, and quality of life tailored to each individual’s abilities and goals. Currently, we have an opening for a Part-time Administrative Assistant supporting our NEXUS Program for a time-limited assignment of approximately one year.

Role Overview

This role involves managing various administrative functions including online portal maintenance, data documentation, logistical coordination of meetings and training programs, and supporting billing and authorization processes specific to DBIE and NEXUS programs.

Responsibilities

• Manage and maintain online portals with documents, photos, and videos for DBIE and NEXUS teams.
• Enter data into digital collection forms and programs.
• Record technical assistance details using JOT forms, capturing communication, learning profiles, and environmental profiles as per coordinator instructions.
• Compile data from impact evaluations, needs assessments, and surveys for reporting.
• Prepare and support data for federal reporting requirements.
• Maintain databases of team members and aid inputting information into AWARE in conjunction with regional representatives.
• Organize and manage online meetings (Zoom, Teams), including participant invitations, logistical support during meetings, and interpreter management.
• Assist in coordinating on-site DBIE or training events including reservations, accommodations, catering, travel logistics, and material preparation.
• Support consumer portal development by posting resources and updating information as directed.
• Maintain SharePoint sites for NEXUS and DBIE, including posting meeting notes and relevant information.
• Handle department evaluation data inputs, maintenance of software, and report generation.
• Provide direct administrative support to the Director of NEXUS and DBIE Coordinator, including calendar management, travel arrangements, and other clerical duties.
• Manage DBIE and NEXUS authorization and billing responsibilities by collaborating with state entities, maintaining authorization logs, coordinating with relevant personnel, and ensuring accurate billing documentation.
• Maintain financial records for departmental expenses, billings, purchase orders, invoices, and receipts related to staff, consultants, and program training.

Requirements

• Bachelor’s degree required; experience with individuals who are DeafBlind or persons with disabilities preferred.
• Proven ability to coordinate events and logistics while maintaining professional and courteous communication with clients, staff, and external agencies.
• Excellent organizational and time management skills, with a strong dedication to timely project completion.
• Self-motivated with creative problem-solving capabilities.
• Positive, outgoing personality able to interact effectively with diverse groups across various age ranges.
• Proficient in Microsoft Office 365 applications including SharePoint, Teams, OneDrive, Outlook, Word, PowerPoint, and Excel.
• Preferably minimum of three years’ experience in administrative or technical support roles.
• Experience with web-based media and online learning resources is advantageous.

Additional Information

• This part-time position offers 20 hours weekly with an hourly pay rate of $30 to $34.
• The assignment is time-limited, expected to last one year.
• Health-conscious work environment with comprehensive benefits like paid vacation, sick time, personal days, ancillary benefits, a 403b program with employer match, and opportunities for career growth.