Admin Asst to Director of Programs

PA Inclusive is an agency that believes people with disabilities should live where, with who, and in what they want and that those who want to work can work in an area of their interest in a ‘typical’ job in the community. Work and living support services can and should be delivered to support them how they choose.

Description

The Administrative Assistant to the Director of Programs provides direct administrative and operational support to ensure efficient program coordination, regulatory compliance, and accurate documentation across all service areas. This position supports scheduling, reporting, data collection, quality assurance tracking, and incident management processes to maintain organized and compliant program operations.

The role assists in maintaining program records, monitoring deadlines, compiling reports, coordinating surveys, tracking incidents, and supporting audit preparation. The Administrative Assistant works closely with program leadership and internal departments to ensure timely communication, accurate billing support, and adherence to ODP and OVR requirements.

This position requires strong organization, attention to detail, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced human services environment.

Job Duties

• Provide direct administrative support to the Director of Programs.
• Manage calendars, schedule meetings, and coordinate internal and external appointments.
• Prepare correspondence, reports, presentations, and other documents as requested.
• Assist with maintaining program documentation and compliance records in accordance with ODP and OVR requirements.
• Organize and maintain electronic and physical filing systems, including confidential program files.
• Track deadlines related to regulatory requirements, audits, reports, and licensing.
• Assist in compiling and analyzing data for program reports, budget tracking, performance metrics, and quality improvement initiatives.
• Support agency-wide data collection efforts, ensuring accuracy, completeness, and timely entry into Therap and other tracking systems.
• Maintain spreadsheets and databases to monitor program activity, compliance benchmarks, quality indicators, and service outcomes.
• Support Quality Assurance tracking activities, including monitoring corrective action plans, compliance reviews, and audit preparation.
• Assist in preparing internal and external reports related to program performance, regulatory compliance, service utilization, and outcome measures.
• Coordinate and support the administration of surveys (e.g., satisfaction surveys, stakeholder feedback surveys, staff surveys), compile results, and assist in summarizing findings for leadership review.
• Provide administrative support for Incident Investigation & Management, including tracking reportable incidents, maintaining documentation, monitoring timelines, and ensuring follow-up actions are completed in accordance with regulatory requirements.
• Assist in organizing and maintaining records related to incident investigations, corrective actions, and quality improvement follow-up.
• Support coordination between the Director of Programs and Regional Program Supervisors, Employment Program leadership, billing, compliance, training, and administrative departments.
  Assist with referral tracking, intake documentation coordination, and general program workflow organization.
• Coordinate logistics for agency meetings, trainings, and external events as directed.
  Handle sensitive and confidential information with professionalism and discretion.
• Provide support and guidance to agency staff that use the Therap software.
• Assist with scheduling staff to best utilize employee availability to ensure all clients are being supported to the fullest.
• Assist with billing to ensure all hours utilized are billed correctly.
• Other related duties as assigned.

• A high school diploma or equivalent.
• Minimum of two (2) years of administrative experience, preferably in a human services or healthcare setting.
• Strong organizational and time-management skills.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced office environment.
• Strong attention to detail and accuracy in documentation.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work independently and as part of a team.
• Must pass Child Abuse History and Criminal Record Check clearances.

Must not be listed on Pennsylvania Exclusion Lists for applicable industries

Salary : $35,500 - $39,550