The Administrative and Performance Improvement Assistant performs administrative tasks, handles functions of the front desk of the organization, and supports operational functions of the Compliance and Quality Improvement (CQI) Department. The essential functions and duties for this position will be done in collaboration with and/or under the supervision of the Chief Operating Officer. This position supports all programs of the Italian Home for Children and requires an understanding of the variety and scope of services provided across the agency, as well as objectivity and commitment to supporting and encouraging high-quality service delivery. Additionally, the assistant aims to relieve leaders of administrative tasks to create more efficiency. This position requires excellent customer service skills, the ability to manage multiple tasks, and the skill to shift focus based on priorities. The assistant must have strong attention to detail and be organized. This position is Monday-Friday in person during daytime.
The intent of this job description is to provide a representative summary of the duties and responsibilities that will be required of the position, but additional responsibilities may be required. Employees are expected to perform job related tasks other than those specifically presented in this description.
The expected base annual salary for this role is between $48,000-$55,000 USD, dependent on experience. This number does not reflect additional compensation-related benefits such as PTO, medical and life insurance, EAP, and the Italian Home for Children 403(b) retirement plan.
Essential Functions & QualificationsESSENTIAL FUNCTIONS & RESPONSIBILITIES
Administrative Tasks:
- Maintain excellent customer service skills; greeting callers and visitors in a way that demonstrates the positivity and values of IHC
- Complete photocopying, scanning documents, maintaining calendars, and more
- Sort agency mail and packages for all departments and maintain rapport with delivery personnel
- Manage ordering including office supplies, food orders and other transactions as requested
- Assist with event planning when needed/requested
- Prepares the conference room and materials for regular meetings, including new hire orientation, leadership meetings, etc.
Compliance:
- Support programmatic chart reviews, track compliance, and maintain systems for proof of completion by deadlines
- Assist with contract management as requested, including pursuing signatures from senior leaders, returning signed copies to external parties and filing originals
- Support the CQI team with licensing and accreditation activities
- Assist with periodic review of Programs’ compliance with external regulatory bodies
- Serve as point person and organizer of record retention and record request practices
- Track compliance of employee training requirements including managing training spreadsheets and inputting data into the HRIS system
- Audit daily and monthly paperwork relevant to the agency’s participation in the Child Nutrition Programs (School Breakfast, School Lunch and Afterschool Snack)
Quality and Safety:
- Work with the CQI team to conduct Focused Program Reviews of all programs
- Conduct regular checks of program spaces and company vehicles to ensure the agency is adhering to the highest safety standards
- Assist with the execution of observation systems and quality measurements for all programs
- Provide reporting on observation data gathered
- Assist with the regular review and updating of policies and procedures
- Maintain and/or create tracking spreadsheets for important data points relevant to agency operations
ESSENTIAL QUALIFICATIONS
- Commitment to ensuring the highest quality of all programs and services
- Bilingual (Spanish) strongly preferred
- Undergraduate degree in Human Services/Social Services or Clinical Studies or related subject or 3+ years in a related role
- Flexible, able to shift focus quickly to pressing issues while maintaining and managing regular and ongoing projects and assignments
- Strong ability to collect and analyze data to make informed recommendations
- Critical thinker able to effectively identify and evaluate problems, display sound judgment in resolving problems
- Consistent and strong attention to detail and accuracy
- Familiarity with electronic medical records
- Maintain strictest confidentiality regarding clients, and employees; adhere to all HIPPA guidelines and regulations
- Impeccable tact, diplomacy, and professionalism
- Strong ability to accept and give critical feedback
- Superior verbal and written communication skills
- Strength in managing multiple priorities simultaneously and adhering to deadlines
- Skilled in working independently to carry out department and agency objectives
- Skilled in working collaboratively with multiple departments and varying levels of position; superior interpersonal skills
- Proficiency in Microsoft Office Suite/Office 365; advanced skills in Excel preferred
Italian Home for Children is committed to fostering a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, height, weight, or any other characteristic protected by applicable federal, state, or local laws.
We are dedicated to ensuring a fair hiring process and an equitable work environment. If you require accommodations during the application, and/or interview process, please contact [email protected].
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Skills Required
- Undergraduate degree in Human Services/Social Services, Clinical Studies, or related field OR 3+ years in a related role
- Proficiency in Microsoft Office Suite / Office 365
- Familiarity with electronic medical records (EMR)
- Maintain strict confidentiality and adhere to HIPAA guidelines
- Strong attention to detail, data collection and analysis skills
- Superior verbal and written communication and interpersonal skills
- Ability to manage multiple priorities, work independently and collaboratively
- Bilingual (Spanish)
- Advanced Excel skills
- Ability to work Monday–Friday in person during daytime
What We Do
Italian Home for Children provides residential programs, home and community-based services, and a K-8 school, offering therapeutic programs to help children and families with emotional, behavioral, and educational needs thrive.
