Executive Assistant to Programs

JOB SUMMARY

The Executive Assistant to Programs will provide administrative and other support to the Chief Program Officer (CPO), Associate Chief of Programs (ACP), Day and Residential Services.   This position in Monday-Friday part-time. 

DUTIES/RESPONSIBILITIES

• Provide administrative support to the Adult Services Departments, including but not limited to all residential and day services programs.
• Assist in planning and conducting special events in the community and those that are company-based. This will include ordering food, equipment, scheduling facilities and securing supplies.
• Handle special projects as requested.  
• Responsible for creating and maintaining monthly spreadsheets and reports.
• Responsible for creating and/or maintaining departmental forms, policies, procedures and checklists.
• Responsible for data collection and data entry.
• Prioritize conflicting needs, handle matters proactively, and follow through on projects to successful completion, often with deadline pressures.
• Initiate correspondence or telephone calls as needed.
• Attend meetings as requested to take minutes and maintain meeting minutes, agendas, action plans, and resolutions.
• Manage calendar for the CPO/ACP by scheduling individual and team meetings ensuring no conflicts exist.
• Work with vendors and assist in major purchases for the group homes. 
• Receive, log and track weekly Service Authorizations sent by the state.
• Responsible for creating contracts for Client Services.
• Be the point of contact for outside donations.
• Assist with deliveries to residential sites.
• Assist with client lunch coverages; including group and 1:1 scenarios.
• Maintain acceptable work standards in all areas including attendance and punctuality.
• Complete all training in the required timeframe. 
• Other duties as assigned.

PHYSICAL TASKS

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 25 pounds at times unassisted

REQUIRED SKILLS/ABILITIES

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Ability to handle multiple projects simultaneously 
• Proficient in Microsoft Office Suite or related software
• Exhibits strong technology skills
• Excellent organizational skills and attention to detail
• Basic understanding of clerical procedures and systems such as recordkeeping and filing
• Exercise good judgment
• Excellent time management

EDUCATION 

• Must have high school diploma/GED.
• Minimum of two (2) year’s experience in a comparable position; previous training experience is desired.