Administrative Assistant - Operations

Job Summary
The Operations Administrative Assistant provides administrative and technical support to ensure compliance and operational efficiency across the organization. This role is responsible for maintaining accurate documentation, coordinating training processes, and assisting with system updates to keep workflows organized and timely. The Support Coordinator plays a critical part in supporting company standards and delivering a smooth experience for staff and clients.

CORE RESPONSIBILITIES/ESSENTIAL FUNCTIONS

1. Compliance & Documentation

• Maintain accurate records and ensure timely submission of compliance documents.
• Assist with audits and quarterly reporting.

2. System & Account Management

• Add new staff to systems (Relias, Therap, Mailchimp) and manage password changes.
• Support protocol updates and maintain system accuracy.

3. Training Coordination

• Schedule and assist with Therap training during orientation.
• Send reminders for CPR renewals and delegation documentation.

4. Administrative Support

• Prepare reports and assist with special projects as assigned.
• Respond to email inquiries related to training and compliance.

5. General Responsibilities

• Identify opportunities to streamline tasks and improve efficiency.
• Help assist with the following task schedules including regular review and updates:

~ IMPS management
~Therap Management
~ Operations Systems
~ Operations Specialist

• Create quarterly newsletter content for area and submit to receptionist.
• Volunteer – minimum of 4 hours, maximum of 8 hours of mandatory paid volunteer hours per year.

5. Office Management

• General office management tasks as required.

COMPETENCIES

Employee will demonstrate and perform all competencies in compliance with company policies:

• Mid-to-high level technical skills.
• Have strong ethics and adhere to ethical conduct.
• Flexibility.
• Takes initiative.
• Personal Effectiveness/Credibility.
• Stress Management/Composure.
• Teamwork Orientation.
• Respectful and Compassionate.
• Maintains high standards for work areas and appearance.
• Ability to work a flexible schedule for event purposes.
• Attends work and shows up for scheduled shift on time.
• Good time management skills/Efficient.
• Outstanding communication and interpersonal skills, demonstrating warmth and caring.
• Have a valid driver’s license.
• Pass a background check.

TECHNICAL COMPETENCIES

• Microsoft Word, Excel, and Teams
• Google Documents/Drive
• Therap
• Operation Systems
• Zoom
• Adobe Acrobat

REQUIRED CHARACTERISTICS/WAYS OF WORKING

• Compassionate - Sensitive to the needs and well-being of our clients and each other.
• Accountability - Take ownership of work and do what we say we will.
• Respect for People - Considerate of others and trusting of each other.
• Proactive Problem-Solving - Self-starters; Proactively navigate through problems and offer solutions.
• Solution-Focused - Self-sufficient and can find solutions alone or with others as needed.
• Working Efficiently - Prioritize and use best practices and procedures.
• Open to Change - Embrace change and support others through change, ask questions when needed.
• Continuous Improvement - Focus on progress over perfection.
• Communication - communicate transparently with our clients and each other in a clear, direct, and helpful manner.

PHYSICAL REQUIREMENTS – ALL FREQUENTLY

This position requires employee to be physically able to perform varying levels of physical activity, and the ability to hear and verbally communicate.

• Sit for long periods of time.
• Be able to bend at the knees and waist to access file drawers/office equipment.
• Be able to negotiate stairs.
• Be able to reach for items on shelving.
• Be able to grasp using writing instruments, computer mouse, paperwork, files, books.
• Be able to push/pull/lift office files, desk drawers, move equipment and supplies.
• Be able to operate office equipment, including computers, printers, shredder.

COMMUNICATION SKILLS REQUIRED – ALL CONTINUALLY

• Excellent phone and interpersonal skills
• Excellent ability to listen and discern sensitive information.
• Excellent attention to detail by communicating exact needs and expectations.
• Excellent ability to write and compose communications by email, letter, texts, phone calls.
• Demonstrates excellent writing skills in spelling, grammar, and speech.
• Must have communication skills appropriate for sensitive and HIPAA mandated privacy rules.
• Requires ability to maintain confidentiality on financial matter.

Pay: $22.00 - $24.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $22 - $24