Under the supervision of the Senior Director, this position is responsible for providing high-level administrative and clerical support for the service. Overall responsibility includes establishing systems for organizing and implementing multiple tasks and projects that are related to the daily operational functions of the service. Specific tasks will vary based on the service’s needs.
Work is performed collaboratively with and in support of other services offered by St. Joseph's Villa. All work is performed safely, effectively, to the highest ethical standards, and in accordance with St. Joseph’s Villa’s mission, values, and guiding principles.
Participates with other personnel as an active member of a team.
Using a variety of data collection tools (interviews, reports, surveys, licensing and accreditation requirements, record reviews, etc.) determines needs within the service for supplies, equipment, and training and other services provided through Agency functions.
Effectively communicates information across services and functions.
Compiles, organizes, and formats data, and analyzes trends for regular and ad hoc reports for the service, boards, committees, Chief Executive Officer and Chief Operations Officer.
Prepares material for reports to internal and external resources.
Inspects the facilities on a periodic basis and reports to appropriate personnel any conditions requiring change (safety, aesthetics, health, cleanliness, etc.). Recommends changes to the environment and, upon approval by the Senior Director, coordinates with vendors or internal resources to ensure the approved changes are implemented.
May represent the service at regulatory, licensing, human rights or funding meetings.
Supports the service in its efforts to obtain or retain licensing or accreditation.
Provides logistical support for meetings, conferences, tours and other events. May schedule meeting space, arrange for catering, rent equipment, etc.
May schedule meetings and/or tours of the service.
Monitors expenses, codes bills and manages budgeting issues as assigned.
Safeguards confidential information.
Collaborates with other agency staff as necessary to ensure completion of assigned projects.
Advises management of concerns affecting the care and treatment of clients, the safety of the clients or the facilities, the health of the clients, or licensing and accreditation of the program.
Evaluates work processes and methods and submits recommendations for continuous quality improvement.
Attends scheduled training programs for professional development that includes, at a minimum, trainings required by St. Joseph’s Villa and by regulatory and accrediting bodies
May supervise work of volunteers and/or interns assigned to the service.
Performs other duties as assigned.