Operations Coordinator and Executive Assistant to the Chief Operating Officer

Looking for a Talented  Professional Operations Coordinator and Executive Assistant  to the COO 

Minimum of a bachelor’s degree with (5) year of office related work experience.

High Technical skills, Analytical skills, Project Management skills required

Salary Range: $77k to $86K commensurate with experience

About Ingleside

Ingleside is a not-for-profit family of Life Plan Communities and other programs located in the Washington, DC area. Inside of our communities, residents find a stress-free lifestyle, with many opportunities for engaging in the arts, wellness classes, lectures, and social activities. But more importantly, they find unique members and staff with rich life experiences who have created not just a place to live, but a true community. All three communities have an Employee Scholarship Program through the Westminster Ingleside Foundation, which is funded by current residents and supports continuing professional development.
At Ingleside you’ll be participating in an inclusive and diverse culture that values and respects each person’s dignity, strengths, and contributions.

Job Summary:

This position is primarily responsible for supporting the Chief Operating Officer and overseeing, coordinating, and managing projects and collection of data and analytics for Operations.  This role operates with substantial independence to perform all duties related to managing and performing duties as listed below.

Key Responsibilities:

Project Management

Create work plans with clear definition of project tasks and resource requirements for successful completion.

• Lead projects to ensure successful execution.
• Align with Operations to define, plan, and execute desired outcomes.
• Work to ensure alignment of organizational priorities, budget objectives, executive sponsors, key stake holders and external advisors.
• Create and maintain organizational charts in Visio.
• Keep senior management and stakeholders apprised through on-going routine communications.
• Provide office support at Headquarters as required.
• Prepare periodic project status reports and make recommendations as needed to ensure ongoing project excellence.
• Manage the policy platform ensuring updates and reviews are handled in a timely manner.
• Develop and maintain paper files of critical, original documentation for ease of retrieval.
• Collaborate to achieve operational excellence.
• Manage the off-site records storage program.
• Coordinate and manage the annual resident expectation survey process. 

Office Management

Supports CFO with Finance and Investment scheduling, minutes, and meeting uploads to Board Effects

• Puts together a master schedule for phone and door coverage
• Provides coverage to answer phone and door
• Provides basic office management tasks

Data Collection and Analytics

Evaluate, analyze, and audit collected data and make recommendations to senior management.

• Maintain internal database files, tables; develops custom reports to meet the requirements of management and staff.
• Evaluate, edit, and create tools for efficient data collection for key operational performance indicators.
• Analyze collected data tracking and trending for outliers and alert the Chief Operating Officer or his/her designee when this occurs.
• Collect and manage reports for the Quality of Life and Care Committee.
• Manage all aspects of PowerDMS to include but not limited to training
• Analyze and track SNF survey data for all three communities.

Chief Operating Officer Assistance

Provides administrative support to the Chief Operating Officer including recording and completion of all minutes for the Quality of Life and Care Committee

• Prepares Chief Operating Officer for meetings – identifying issues
• being discussed, providing reports that require review, and preparing presentations as necessary.
• Acts as the frontline person for inquires and handles those inquiries when appropriate.
• Prepare check requests for invoices and review.
• Prepare for events where the Chief Operating Officer is a leader. Prepare the room, make meal arrangements, and prepare all equipment for seamless use.
• Draft correspondence and notices for the Chief Operating Officer.
• Ensure that all documents and conversations are treated with the highest level of
• confidentiality and exhibit an abundance of integrity in all interactions with various stakeholders.
• Schedule events and assist the Chief Operating Officer with calendar management through verbal reminders, email reminders, etc. Attend all events as appropriate.
• Participate in team meetings and events.
• Develop, file and distribute minutes and action items. Review action items at subsequent meetings.
• Manages office supply master account.

Performance and Professionalism   

Maintains professional presence when representing Ingleside; exhibits degree of professionalism consistent with standards in performance, behavior, and appearance.

 Maintains resident confidentiality and privacy at all times according to policies and procedures; uses discretion when discussing confidential matters.

• Demonstrates courteous and cooperative behavior with residents, families, co-workers, subordinates, supervisors, and other department staff.
• Maintains positive working relationships with management and coworkers; willingly follows directions and requests as appropriate.
• Exhibits professional standards through appearance and demeanor consistent personnel standards.
• Demonstrates a thorough knowledge of work assignments and performs in a manner to meet quality and timeliness objectives.
• Demonstrates knowledge and understanding of policies and procedures; seeks clarification or interpretation from appropriate supervisor when needed.
• Uses tactful, diplomatic communication techniques in all relations with others.
  

Professional Development

Demonstrates professional development/skills competency in all activities.

• Participates in in-service, projects, or committees as time permits.
• Maintains all certifications necessary for employment.
• Demonstrates flexibility, open mindedness, and versatility in adjusting to changing environments and requirements as necessary.
• Commits to continually improving his/her skills through participations in education opportunities whether offered on the job, within, or outside of the community, to increase knowledge of work-related issues.
• Maintains a current knowledge of federal, state and other regulations applicable to job.   

Safety & Security

Complies with Ingleside established safety rules and practices

• Complies with applicable safety policies and procedures as prescribed by the organization, as well as government regulations.
• Reports any potential safety hazard(s) immediately to supervisor or other appropriate personnel.

EEO Statement

As an employer committed to Equal Employment Opportunity, Ingleside recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.

Salary : $77,000 - $86,000