Operations Corporate Administrative Assistant Job at Service Coordination, Inc.

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 Operations Corporate Administrative Assistant provides clerical, administrative, and project management support in various operations departments: with primary focus in Communications and Marketing and Enterprise Project Management departments.? 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 8:30 am to 5:30 pm, 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 leaders in Marketing and Communications, and Enterprise Project Management departments to include schedule and email management, meeting and presentation preparation, preparing and editing written communications, and identifying areas for improved efficiencies?
• Maintain a current inventory and backlog of Marketing and Communications, and Enterprise Project Management Departments’ initiatives and projects
• Maintain electronic corporate records, contractual agreements and other related document and/or files?
• Reconcile monthly credit card statements for Marketing and Communications, and Enterprise Project Management Department leaders and ensure invoices are processed timely with accounts payable
• Administrative support for Operations Departments’ meetings, and committees, such as: meeting scheduling, create agendas, create and/or compile supporting documents complete meeting logistics, meeting minutes, and ensure action items are clearly communicated and scheduled for completion
• Create processes and systems to support efficient and effective management of projects
• Collaborate with various operations departments to ensure current policies and procedures are maintained and widely accessible, archives are created whenever appropriate, and new policies and procedures are created as needed in accordance with SCI standards
• Assist the leaders in Marketing and Communications, and Enterprise Project Management departments in special projects as needed, maintain necessary records for administrative control of the project, and create project archive upon completion containing materials such as:??
  • Project Plans, 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?
  • NDA, BAA and MOU agreements

Other Responsibilities:?

• Operate, monitor, and coordinate maintenance of agency equipment as needed.?
• Model and promote organizational philosophies of person–centeredness and shared leadership in all interactions with internal and external stakeholders.????
• Participate in meetings and training sessions that offer learning opportunities and that promote and enhance skills and professional development.?
• Ensure that assigned organizational project objectives are met.??
• Perform all duties as described, and others as required, using the foundation of the organization’s philosophies and values.?

Supervisory Duties:

• This position has no supervisory responsibilities.

Education Required:

• Associate degree in business related field; bachelor’s preferred.? High school diploma or GED with 7+ years’ administrative experience will be considered in lieu of degree.

Experience Required:

• 2-5 years’ administrative experience with bachelor’s degree?or 3 -7 years’ administrative experience with associate degree
• Excellent command of English language with a high level of oral, reading, and written comprehension (attention to detail with editing and formatting documents)
• Ability to type a minimum of 60 words per minute preferred
• Proficiency with Microsoft Office Suite
• Experience with project management 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:

• Ensures Accountability: Holding self and others accountable to meet commitments

• Action Oriented: Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm

• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives

• Communicates Effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences

• Nimble Learning: Actively learning through experimentation when tackling new problems, using both successes and failures as learning fodder

• Resourcefulness: Securing and deploying resources effectively and efficiently

• Drives Results: Consistently achieving results, even under tough circumstances

• Demonstrates Self-Awareness: Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses

• Situational Adaptability: Adapting approach and demeanor in real time to match the shifting demands of different situations

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

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 accommodations 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.

#SCIIH

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.