Senior Operations Assistant for Care Management Services

Join us at
NextStep Care Corporate Office
– a place where you’ll be valued, recognized and rewarded for the vital work you do each day. We’ll surround you with a strong team and leadership that supports every aspect of your life – both inside and outside of our centers. And you’ll get to practice your passion  in a non-profit, mission-driven organization that’s known for the highest level of care in our communities

SUMMARY

Responsible for working closely with leadership to help support operational goals of multiple care management programs in the System. The role primarily focuses on administrative support of current and new programs, and projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES

- Collaborates with leadership on implementation of projects into operations throughout the Care Management Services.
- Provides support and resources to members of leadership team.
- Works to collect input and organize data for audits and monitoring of special projects as needed.
- Supports other department as needs arise
- Maintains prompt secure documentation for leadership and maintains confidentiality of sensitive information.
- Sends, receives and distributes faxes and emails as appropriate.
- Performs administrative duties (i.e. typing, filing, copying, sorting mail, calculations, distribute mail and other communications, etc.) as requested.
- Prints, distributes and revises forms or other documents as directed.
- Performs daily upkeep of office machines including changing cartridges and stocking with paper and requests and coordinates repairs for office equipment as necessary.
- Completes local business related errands including but not limited to: retrieving mail from post office each day and mailing materials using various methods and services as directed; retrieving and sending courier mail each day; .
- Maintains documents to support program development and project management.
- Assists in administrative studies.
- Assists in maintenance of organization intranet and websites.
- Manages telecommunication contracts and equipment in system software.
- Maintains reservation calendar and supplies for organization meeting spaces.
- Manages and tracks organization leases and contracts.
- Manages supply inventory for Care Management Services’ Corporate Offices and Training Centers, which includes but is not limited to office supplies, toiletries and refreshments.
- Assists with data collection and aggregation for overall reporting purposes.
- Implements practices that enhance data accessibility, functionality and efficiency for leadership, office locations and cross-functional teams.
- Supports the implementation of data tracking and trending to support leadership in data-driven decisions. Provides reports to leadership as directed, notifies supervisor of department lead when data has a change in trends.
- Responsible for the development of the administrative flow of new operational processes
- Maintains tracking logs as directed.

- Participates in implementation of new regulatory requirements, works to develop process with other departments provides feedback to leadership.
- Provides reception service (information, offer beverages to visitors, provide assistance, etc.) to visitors, sales representatives, etc.
- Courteously and professionally answers and redirects incoming calls.
- Makes travel arrangements and reservations for associates as requested.
- Assist with event planning including developing agendas, making reservations, etc.
- Maintains filing system in an efficient and organized manner.
- Maintains and distributes staff contact information.

- Reports corporate compliance concerns appropriately.
- May assist with compliance investigations as requested.

- Reports work time and business expenses in accordance with organizational guidelines.
- Maintains work areas in an organized manner.
- Attends and participates in staff meetings, in-services, seminars and workshops as directed by supervisor.
- Records meeting minutes and action items  as requested.
- Promotes the image and reputation of the System by exhibiting servant leadership and providing direct and open lines of communication.
- Contributes to the work of committees, workgroups, project management, and other collaborative efforts of the System.
- Performs other duties as necessary to ensure the success of the System.

SKILLS AND ABILITIES

- Knowledge of organizational guidelines and best practices as related to the operation of the case management and social services.
- Required to maintain a good working rapport with inter-department associates, as well as other departments within Care Management Services, to provide that administrative services and activities can be properly maintained to meet the needs of the organization.
- Adheres to the System’s Policies and Procedures.
- Completes work in a timely, accurate, efficient and thorough manner and is conscientious about assignments/responsibilities.
- Maintains constructive working relationships by communicating and interacting effectively with superiors, colleagues, and individuals inside and outside the System, in a positive, professional and respectful manner.
- Consistently reports to work on time prepared to perform duties of the position.
- Exhibits exceptional computer skills, good organizing and planning skills.
- Problem assessment/ problem solving
- Information gathering and monitoring
- Reporting skills
- Proven team work skills

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MINIMUM QUALIFICATIONS

- High School Diploma or equivalent required with 7 years of valid experience
- Knowledge of Microsoft Office, with emphasis on Word, Excel and Outlook.
- Valid Driver’s license
- Satisfactory background check and screening

SUPERVISORY RESPONSIBILITIES

None

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LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or associates of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram format.  The ability to deal with problems involving several concrete variables in standardized situations.

COMPUTER APPLICATION SKILLS

This job requires proficiency with the following computer applications:

Microsoft Outlook                  Microsoft Excel                      Microsoft Word

CERTIFICATES, LICENSES, REGISTRATIONS

Please see minimum qualifications

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the associate is regularly required to sit, talk or hear.  The associate frequently is required to walk.  Use hands to finger, handle or feel and reach with hands and arms.  The associate is occasionally required to stand.  Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

EEO / M / F / D / V / Drug Free Workplace

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