Under the supervision of the Senior Director, this position is responsible for providing high-level administrative and clerical support for the service. The overall responsibility includes establishing systems for organizing and implementing multiple tasks and projects related to the daily operational functions of the service. Specific tasks will vary based on the service's needs.
Responsibilities
- Work collaboratively with and in support of other services offered by St. Joseph's Villa
- Perform all work safely, effectively, and to the highest ethical standards, in accordance with St. Joseph's Villa's mission, values, and guiding principles
- Participate as an active member of a team
- Use various data collection tools to determine needs within the service for supplies, equipment, training, and other services provided through agency functions
- Effectively communicate information across services and functions
- Compile, organize, and format data, and analyze trends for regular and ad hoc reports for the service, boards, committees, Chief Executive Officer, and Chief Operations Officer
- Prepare materials for reports to internal and external resources
- Inspect facilities periodically and report any conditions requiring change to appropriate personnel
- Recommend changes to the environment and coordinate with vendors or internal resources to ensure approved changes are implemented
- Represent the service at regulatory, licensing, human rights, or funding meetings, as needed
- Support the service in obtaining or retaining licensing or accreditation
- Provide logistical support for meetings, conferences, tours, and other events
- Schedule meeting space, arrange for catering, rent equipment, etc.
- Monitor expenses, code bills, and manage budgeting issues as assigned
- Safeguard confidential information
- Collaborate with other agency staff to ensure completion of assigned projects
- Advise management of concerns affecting clients' care and treatment, client and facility safety, client health, or licensing and accreditation of the program
- Evaluate work processes and methods and submit recommendations for continuous quality improvement
- Attend scheduled training programs for professional development, including required trainings by St. Joseph's Villa and regulatory/accrediting bodies
- May supervise the work of volunteers and/or interns assigned to the service
- Perform other duties as assigned
Required Qualifications
- Associate's degree in a business-related field; Bachelor's degree preferred
- Minimum one year of experience providing mid-level programmatic support
- Customer service experience preferred
- Experience may be substituted for education at a rate of one and a half years of experience equaling one year of education
- Proficiency with Windows, Outlook, internet research, MS Office (Word, Excel, PowerPoint)
- Experience with proprietary software preferred
- Valid VA driver's license with an excellent driving record
- Knowledge of office management and project management procedures
- Able to maintain supportive and effective working relationships with diverse groups
- Able to work effectively in a collaborative, shared leadership environment
- Able to manage multiple projects and priorities simultaneously
- Able to respond effectively to unique situations with general direction
- Able to work with confidential information
- Excellent organization, written, and oral communication skills
- Able to perform basic statistical calculations
- Able to appropriately use proprietary software
- Able to perform all work in a professional and courteous manner
- Able to make sound judgments