Office and Training Coordinator

Job title: Office and Training Coordinator

Reports to: Director of Systems and Administration
Location: The Dirigo Admin Office located in Lewiston, ME
Position Type: Full-Time

Job Summary:

The Office and Training Coordinator is a key role within our organization, tasked with ensuring smooth daily operations and compliance within our agency, which is dedicated to supporting adults and children with intellectual and developmental disabilities and autism. This position combines office management with training coordination responsibilities, playing a critical part in both administrative support and staff development. The ideal candidate will be highly organized, tech savvy with computer applications, detail-oriented, and passionate about contributing to the quality of care and support services provided to our clients.

Key Responsibilities:

Office Coordination:

• Manage daily office operations, ensuring efficiency in maintaining office supplies, equipment, and common areas.
• Handle incoming and outgoing correspondence, phone calls, and emails, ensuring timely and professional communication.
• Oversee the reception area and provide administrative support as needed.
• Coordinate meetings, appointments, and travel arrangements for staff.
• Maintain and update client and employee records, ensuring accuracy, confidentiality, and compliance with relevant laws and regulations.
• Prepare and distribute agendas, meeting minutes, and other relevant documents.
• Assist in scheduling and coordinating meetings, appointments, and events.

Administrative Support:

• Support the Director of HR and Training with various administrative tasks and special projects.
• Process and maintain accurate records of invoices, expenses, and other financial documents.
• Assist in the preparation of reports, presentations, and other documentation as required.
• Develop and implement compliance policies and procedures, ensuring the organization adheres to all relevant laws and standards.
• Conduct regular audits and inspections to monitor compliance.
• Investigate and resolve any compliance issues or complaints.

Training Coordination:

• Assist in the development, implementation, and evaluation of training programs for Direct Support Professionals (DSPs).
• Schedule and coordinate training sessions, workshops, and continuing education opportunities for staff.
• Maintain training records and ensure compliance with all regulatory and accreditation requirements.
• Prepare training materials, handouts, and other resources for training sessions.
• Monitor and evaluate the effectiveness of training programs and provide feedback for improvement.
• Provide training and education to staff on compliance issues.

Additional Responsibilities:

• Promote a positive and inclusive office environment that reflects the agency's values and mission.
• Participate in training sessions and other agency activities as required.
• Perform other related duties as assigned.

Qualifications:

Education and Experience:

• Bachelor’s degree in Business Administration, Human Services, Management, or a related field preferred.
• Minimum of 2 years of experience in an administrative or office coordination role, preferably in a healthcare or human services setting.
• Experience in training or staff development and knowledge of compliance regulations is highly desirable.

Skills and Abilities:

• Strong organizational and multitasking skills with a keen attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to work independently and as part of a team.
• Compassionate and respectful attitude towards individuals with intellectual and developmental disabilities, as well as mental health challenges.
• Ability to handle confidential information with discretion.

Benefits:

• Competitive salary based on experience.
• Paid time off and holidays.
• Professional development opportunities.