Facilities Administrative Coordinator

Description

Summary:

The Administrative Coordinator for the Director of Operations is responsible for the oversight and coordination of the administrative functions for those Programs and Departments that fall under the direct oversight of the Director of Operations.  Those include: Adult Residential Services, Adult Day Services, TQM, and Facilities. The Administrative Coordinator ensures an efficient flow of information between all of these Programs/Departments operations and the Director of Operations, in addition to providing a high-level of administrative support to the Director of Operations. 

Essential Job Duties and Responsibilities:  include, but are not limited to the following: 

• Provide technical support and training in the use of Paycom and Therap across Agency Departments. 
• Assist in project management within the scope of the Director of Operations oversight areas.  This may include assistance with the implementation of policies and procedures, training and onboarding, and the use of electronic systems and software platforms for improved business efficiency. 
• Conduct ongoing analysis of established systems involved in ensuring Agency policies and regulations are followed; with an eye towards always looking to create more and/or better efficiencies. 
• Conduct forensic and statistical analysis of established reports in order to identify and assess trends based on the data and report such identified issues with the Director of Operations. 
• Conduct and submit completed investigations in compliance with Agency and external policies.  These investigations may include Allegations of Abuse, and other investigations into Program-related issues as assigned by the Director of Operations. 
• Attend Program and Department meetings regularly to gather information to assist the Director of Operations in the development of Agency practices to comply with best practices. 
• Assist in the development of training curriculums. 
• Assist as a facilitator of New Employee Orientation and Agency Training as required. 
• Gather and organize information in preparation for meetings held by the Director of Operations 
• Assist in the understanding and maintenance of reports used to track identified areas of ongoing concern via systems used by Adult Services Programs 
• Schedule appointments and relay general business information to callers regarding areas involving the Director of Operations. 
• Read and comprehend instructions, correspondence, and memos.  Compose routine reports, memos, responses to usual correspondence, and upkeep of general office functions. 
• Demonstrate appropriate interactions when dealing with employees, those receiving services from Block Institute, families, regulators, visitors, and anyone who has business with Block Institute Programs and Departments. 
• Able to follow verbal and written instructions. 
• Mandatory attendance at required in-service training, along with ability to absorb and demonstrate compliance with all regulations and Block Institute policy and procedure requirements is required for this position. 
• All Block Employees will be required to learn and master the use of any and all software systems and technology utilized by the Agency, on a Program-by-Program basis.   
• Attendance/Punctuality is consistently at work and on time.  Ensures work responsibilities are covered when absent.  Arrive at meetings and appointments on time.
• Supervisory Responsibilities:   Depending upon the Administrative model in association with the Director of Operations, may supervise any Office Workers hired in that function.     

NOTE: This job description may be amended without prior notice, and at the sole discretion of the Agency. 

Qualifications

Qualification:

•  AA Degree preferred
• Minimum of 3 years of experience
• Experience in office management; Computer proficiency in Word, Outlook, Excel, Therap, Learning Management Systems (Paycom a plus)
• Strong Organizational & Interpersonal Skills
• Effective Oral & Written Communication
• Detail-Oriented with High Accuracy
• Problem-Solving & Deadline Management
• Project Management & Task Prioritization
• Compliance with Policies, Procedures & Ethics
• Confidentiality & Discretion

Physical Demands:   

While performing the duties of this job, the employee is required to stand, sit, use hands to finger, handle or feel, talk and hear.  Specific vision abilities include close vision, distance vision and the ability to adjust focus.  Must bend and stretch to do filing in existing cabinets or move materials from one location to another. 

Work Environment: 

The environment in the office setting offers no particular, unusual situations, although some sites may have stairs and those must be navigated.  The position requires the ability to work in a busy, occasionally noisy office, with a great number of people coming in and out throughout the day.  

Benefits:

• Medical and dental insurance.
• Paid time off – vacation and sick leave.
• Life insurance.
• 403(b) retirement account.
• Commuter benefits plan.
• Voluntary benefits such as critical care, disability, and additional life insurance.

Block Institute is an equal opportunity employer. We encourage applications from all qualified individuals, regardless of race, ethnicity, religion, gender, sexual orientation, age, disability, or veteran status.

Salary : $42,000 - $45,000