Under the direction of a member of St. Joseph's Villa’s leadership team, this position is responsible for providing high-level administrative and clerical support for the services, boards and staff. Establishes systems for organizing and implementing multiple tasks and projects that are related to the daily operational functions of the agency. Specific tasks will vary based on the services’ or offices’ needs. All work is performed within a systems-based framework and a psycho-educational model. 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 services for supplies, equipment, and training and other services provided through Agency functions.
Identifies communication gaps between and among the services and administration and develops proposals to close those gaps. May, depending upon the nature of the communiqué, directly communicate information across services and functions.
Compiles data, organizes, reformats data, and analyzes trends for regular and ad hoc reports for the services, boards, committees, Chief Executive Officer and Chief Operations Officer.
Prepares board material for Service Boards and Board of Trustees. May take and transcribe minutes from Board meetings.
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 CEO or COO, coordinates with vendors or internal resources to ensure the change occurs.
Provides support for the Sr. Directors and other Operations Coordinators as needed.
May represent the services at regulatory, licensing, human rights, or funding meetings.
Supports the services 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.
Hosts tours of the Villa for prospective Board members and grantors.
May schedule and facilitate the on-call schedule and the on-call staff for the Villa.
Monitors expenses, codes bills, and manages budgeting issues as assigned.
Safeguards confidential information.
Collaborates with other agency staff to ensure project completion.
Advises management of concerns affecting the care and treatment of clients, the safety and health of the clients or the facilities, 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 volunteers, interns, and/or clients in routine responsibilities.
Performs other duties as assigned.
AA degree in business related field. BS/BA degree preferred. One year experience providing mid-level programmatic support. One year customer service experience preferred. Experience may be substituted for education at the rate of one and one-half years of experience equaling one year of education. Proficient with Windows, Outlook, internet research, MS Office including Word, Excel and PowerPoint. Experience with proprietary software preferred. Valid VA driver’s license with excellent driving record.