SVP Administrative Assistant Job at Service Coordination, Inc. in Baltimore

Position Title: SVP Administrative Assistant

Employment Status: Full-time

Reports to: SVP Strategic Development and Government Relations

Creation Date: 9/19/2024

Agency Division: Government

FLSA Status: Non-Exempt

Pay Grade: 4

SCI Summary: SCI supports people with disabilities, behavioral challenges, medically complex needs, transitioning youth, the elderly, and other populations using Maryland Department of Health's Targeted Case Management and Supports Planning work models as well as a concierge level geriatric care management and care partner model.

Position Summary: The SVPAdministrative Assistant provides clerical, administrative, and project management support. This role performs a wide range of administrative and support activities to facilitate the efficient and effective operation of the organization. This position is generally remote, with the requirement to participate in on-site meetings as needed (typically Frederick, Owings Mills, or Columbia locations). Standard business hours are 8:30am to 5:00pm, although flexibility is needed to work occasional evening and/or weekend hours to meet the needs of people we support in our various programs.

SCI Team Member Expectations: All SCI team members are expected to: Ensure services provided follow the organization's mission statement, core operating values and policies and procedures; follow HIPAA, confidentiality and security procedures and principles; collaborate with peers, leadership, and support areas of the organization; actively participate in and contribute to leadership and other staff meetings and trainings; maintains compliance with federal, state, and local employment laws and regulations; follow self-direction and person-centered planning procedures and philosophy; and to foster a culture that values diversity.

Essential Duties:

• Administrative support for the SVP to include schedule management, meetings agendas and minutes, meeting, and presentation preparation, prepare and/or edit written communications, and identifying areas for improved efficiencies
• Maintain electronic records and files
• Create processes and systems to support efficient and effective management of projects
• Collaborate with various teams to ensure projects are completely timely
• Assist various internal teams with special projects as needed, maintain necessary records for administrative control of the project, and create project archive upon completion containing materials such as:
  • project plan, schedule, and budget if applicable
  • charters and logs (issues, risks, lessons learned)
  • management plans for communication, cost, staffing, risk and response, schedule, quality, procurement
  • change requests and decisions

Supervisory Duties: This position has no supervisory responsibilities

Education Required:

• Associate degree in Business, English, Communications, Government, Management or Public Policy or related field
• Bachelor's degree preferred
• High school diploma or GED with 7+ years' administrative experience will be considered in lieu of Associate degree

Experience Required:

• 2-5 years' administrative experience with bachelor's degree in Business, English, Communications, Government, Management or Public Policy
• 4 -7 years' administrative experience with associate degree, in Business, English, Communications, Government, Management or Public Policy
• Experience working in non-profit or government environments
• Proficiency with Microsoft Office Suite
• Excellent command of English language with a high level of oral, reading, and written comprehension
• Ability to type a minimum of 60 words per minute
• Experience with project management preferred
• Proficiency in American Sign Language (ASL) preferred

SCI Value Related Competencies:

• People Come First (Customer Focus): Thinks and acts with people we support in mind when making decisions. Dedicated to meeting the expectations and requirements of internal and external shareholders, uses information and feedback to improve services.

• Building Relationships and Connections: Interpersonal savvy. Relates to all kinds of people. Builds appropriate rapport, uses diplomacy and tact, diffuses high-tension situations comfortably. Establishes and maintains meaningful connections within the community and the organization (internal and external stakeholders)

• Education (Informing Others): Quickly finds common ground to solve problems. Is seen as a cooperative team player. Provides coaching and mentoring to team members. Consistent communicator provides team members with the tools they need to perform their jobs in a timely manner. Explores all available options to make the best decision for internal and external holders

• Diversity: Values, appreciates and honors the ways in which cultural differences can create value in organizations. Is service oriented: Demonstrates a commitment to the philosophies for services and the goal of independence for the people we serve. Raises awareness in communities to appreciate the similarities and unique gifts of each person. Interacts with all kinds of team members equitably, deals effectively with all races, nationalities, cultures, disabilities, ages, and genders, supports equal and fair treatment and opportunity for all.
• Driving Solutions (Perseverance): Pursues all initiatives with energy, drive, and the goal to succeed.

Job-Specific Competencies:

• Manages Ambiguity: Operating effectively, even when things are not certain or the way forward is not clear

• Instills Trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity

• Decision Quality: Making good and timely decisions that keep the organization moving forward

• Organizational Savvy: Maneuvering comfortably through complex policy, process, and people-related organizational dynamics

• Being Resilient: Rebounding from setbacks and adversity when facing difficult situations

• Resourcefulness: Securing and deploying resources effectively and efficiently

• Optimizes Work Processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement

• Tech Savvy: Anticipating and adopting innovations in business - building digital and technology applications

Physical Demands: Generally, presents standard office environment. Must be able to remain in a stationary position >95% of the time. Continually operates a computer, keyboard and mouse, and other office productivity machinery, such as a calculator, copy machine, printer, and mobile Smartphone device. Constantly positions self to comfortably maintain computer equipment. May occasionally be required to move about in an office setting or position office equipment weighing between 10-25 pounds. Vision abilities required by this job include close vision. Ability to operate a motor vehicle. The person in this position frequently communicates with other people. Must be able to exchange accurate information in these situations.

IT Roles must be able to position self to maintain computers and equipment, including under desks and in server room(s). Frequently moves equipment weighing up to 50 pounds.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job. This job description is subject to change at any time.

Disclaimer: The recruitment process is approved by Service Coordination Inc.’s (SCI) Recruitment Committee and subject to change based on business needs.

In recognition of the continuing COVID-19 pandemic, SCI and Montcordia are committed to maintaining a safe and healthy workplace. Because of this, SCI is requiring all new hires to be fully vaccinated. New hires will be required to provide proof of vaccination status as part of the on-boarding process. SCI provides reasonable accommodations, absent undue hardship, for medical reasons under ADA and for employees with sincerely held religious beliefs, observances, or practices that conflict with getting vaccinated. You may request reasonable accommodation or other exemption to Sonji Ashford at sashford@sc-inc.org.

SCI and Montcordia are equal opportunity employers and committed to the full inclusion of all qualified individuals. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, hair texture or protected hairstyle, veteran status, or genetic information. SCI and Montcordia are also committed to providing equal opportunity and access to individuals with disabilities by ensuring reasonable accommodations are provided to participants in the job application or interview process. To request a reasonable accommodation, contact Kathryn Eckert at kathryn.eckert@sc-inc.org or 410-218-5581.

SCI and Montcordia are committed to fostering a safe and productive workplace for all Team Members and individuals engaged in business with the organization. As such, all positions require the completion and passing of a 9-Panel Drug Screening within 48 hours after accepting an offer of employment. A 9-Panel Drug Screening tests for illegal drugs within the State of Maryland.

SCI and Montcordia do not sponsor for immigration, including for H-1B, TN, and other non-immigrant visas, for this role.