Director of Administration

ESSENTIAL FUNCTIONS:

• Confidential assistant to the Executive Director / Senior Leadership Staff.
• Assure information processed and shared at the leadership level is kept confidential.
• Treat consumers/clients/associates with respect and dignity; demonstrate Milestone’s mission and values; possess knowledge of Milestone’s services and programs; maintain a positive attitude in the workplace.
• Assure work is processed accurately and efficiently to facilitate the flow of information to benefit people receiving services.
• Develop, support and/or lead projects around accreditation, regulatory, compliance, or quality improvement related initiatives.
• Work with the Executive Director and senior leaders to evaluate and analyze trends, and develop actionable project plans to improve service delivery, mitigate risks, or develop/improve current workflows and related compliance.
• Support recertification requirements as assigned.
• Responsible for meeting management duties which include overseeing the scheduling and coordination of meetings and conference calls to ensure optimal use of leadership’s time. Preparing meeting materials, agendas, and presentations in advance, as well as monitoring the recording of meeting minutes and tracking follow-up on action items to ensure accountability. Additionally, the role requires coordinating logistics, communicating with internal and external stakeholders, and ensuring that meetings are organized, efficient, and aligned with the organization’s strategic objectives.
• Assure teamwork and cooperation among Senior Leaders, team members, and external stakeholders
• Fulfill the role of governing board liaison, facilitate and compile board reports, attend all board meetings and related board activities, and take minutes. Coordinate agendas, board reports, and taking meeting minutes for leadership meetings and maintain administrative files.
• Support Executive Director, leadership team, and other Milestone team members with written communication, presentation development, organizational charts, and other activities as needed.
• Assist other administrative staff and senior leadership team with special projects or needs.
• Assist with the collection, tracking, and reporting of data as outlined in the agency’s Performance and Quality Improvement initiatives.
• Support Executive Director, Leadership team, and other Milestone team members with written communication, presentation development, organizational charts, and other activities as needed.
• Lead and facilitate Agency wide committees as assigned
• Facilitate and coordinate activities
• Take and maintain minutes of related committee meetings
• Manage associated interest budget
• Update client and employee lists, organizational charts, and manage company email groups, as needed and assigned.
• Run reports from various data based as needed and assigned. Assess and compile data with summaries as appropriate. Manage and distribute necessary programmatic reports as needed and assigned.
• Develop and administer surveys as needed and assigned.
• Organize organization wide or program related events, task force meetings, and any other special events.
• Manage internal and external communications from Executive Director including company newsletters, reports, letters, and presentations.
• Maintain all Milestone manuals with most current information as assigned.
• Understanding and compliance with all Milestone and Partners For Quality Policies and Procedures.
• All other duties as assigned.

• $1,000 Employee Referral (for successfully referring someone to full time employment)

• Full Time employees enjoy a comprehensive benefits package:
• Health, Dental and Vision Insurances
• $1,200 cash payout option in lieu of Health Insurance coverage
• Healthcare Flexible Spending Account
• Dependent Care Flexible Spending Account
• 16 to 26 Paid Days Off / year
• Wellness Days (2 per year)
• Sick Time
• 8 Paid Holidays
• Short Term Disability
• Long Term Disability
• Life Insurance
• Optional 401(k) with Employer match

• Paid orientation and training
• Free parking (select locations)
• Employee Activities, Rewards and Recognition Programs
• Comprehensive Employee Assistance Program

• High School Degree or Associate degree in administration or project management is preferred.
• Five (5) years of progressive administrative experience with at least two (2) years as an executive assistant
• Excellent computer skills, including Microsoft Office 365, specifically Word, Excel, PowerPoint, Outlook, Teams, and Visio.
• Experience in Human Services or Medical field.
• Excellent communication skills, both verbal and written.
• Excellent references, both personal and work.
• Act 33, 34 and FBI Clearances
• Valid PA Driver’s license and acceptable driving record