Executive Assistant

Job Details

Why Join UCS:

For over 65 years, UCS has been providing exceptional and thoughtful care to individuals and families in our community through programs, services, and educational opportunities. Our staff includes positions such as administration, clinicians, nurses, teachers, case managers, psychiatrists, and direct support providers who work within our 15 facilities to support over 3,000 individuals annually. We are proud to be part of Vermont Care Partners, a network of sixteen agencies that provide mental health, substance use disorder, and developmental-disability services and supports in every county in Vermont. We are looking for team players to join us in making a difference in the lives of others and building a stronger community.

 

UCS Offers Generous Benefits

• Competitive pay
• Generous paid time off
• Medical, dental, and vision insurance
• Retirement plan with employer match
• Employer paid life insurance
• Employer paid short term and long term disability insurance
• Employee Assistance Program
• Career development opportunities
• Free clinical supervision towards licensure
• Loan repayment and tuition assistance program
• Award winning worksite wellness program
• An inclusive workplace supported by an active Diversity, Equity, Inclusion, and Belonging committee.
• Rewarding experience making a difference in the community.

 

We believe a dynamic and inclusive workforce will strengthen our organization and enhance the services we provide. Therefore, it is our goal to hire a diverse workforce and cultivate a culture where our employees feel accepted and included, hold a valued place within our organization and are equally able to contribute to their fullest extent, assisting in fulfilling our mission of building a stronger community.

The Executive Assistant possesses excellent office proficiency, organizational and follow-through skills, and the ability to work independently with little or no supervision. Efficiently provide confidential support services for the Executive Director, the Board of Directors of United Community Services, United Counseling Service, United Children's Services, and United Community Properties as well as their committees, and other management personnel. Under the discretion of the Executive Director, may provide support services to the Director of Operations.

MAJOR RESPONSIBILITIES:
EXECUTIVE SUPPORT SERVICES: The Executive Assistant is responsible for all support functions for the Executive Director. Position requires flexibility in work schedule in order to complete special projects and deadlines. Manages schedules and sets up meetings for the Executive Director; and the Director of Operations, on occasion and with the approval of the Executive Director. The position is the point of contact among the Executive Director, Division Directors, employees, clients, and external partners. Manages information flow in a timely and accurate manner, adhering to guidelines as set by the agency, state, funders, etc. Makes travel and accommodation arrangements, formats information for internal and external communication (memos, emails, presentations, reports, etc.), maintains office supply inventory, screens and directs phone calls, distributes correspondence and organizes and maintains office filing systems that adhere to audit requirements. Completes requisitions, attends staff meetings and special functions of the agency, as requested.

The Executive Assistant is the liaison with Corporate Boards and Board committees. Develops meeting schedules, prepares meeting agendas with the Executive Director, and maintains the Board of Directors SharePoint page with timely and accurate information to keep the Board informed and prepared. Maintains up-to- date Board contact information, board compositions, and Board member files.

The Executive Assistant is the Grievance and Appeals Coordinator for the agency, adhering to the agency’s Client Grievance and Appeals Policy and Vermont Agency of Human Services Grievance and Appeals process.

The Executive Assistant develops and publishes meeting agendas, notifications, meeting materials and takes minutes of various meetings including, but not limited to, Division Directors, UCO Finance Committee, Quality Council, Boards of Directors, Executive Committee, UCO Human Resources Committee, Community Relations and Development Committee, and maintains files for same. Coordinates breakfast and/or luncheon meeting arrangements to include monthly Board Meetings.

Completes weekly time sheets on behalf of the Executive Director in a timely manner. Responds to informational inquiries that require confidential discretion from employees, community members, and persons served. Serves on staff quality committees, as requested. Develops new processes/procedures, as necessary. Disseminates information as appropriate. Attends in-services and training sessions. Maintains up-to-date skills and performs other duties, as requested.

SPECIAL PROJECTS: Under the direction of the Executive Director and, at times, the Director of Operations, the Executive Assistant is responsible for the completion of special projects as assigned. These include such projects as the Strategic Plan, incident database, and Board of Directors manuals.