Administrative Assistant

Job Description

Job Description

Dynamic Diversity Caring Collaboration Individual Integrity Community Connection

Administrator Assistant

Full Time

New Haven, CT, US

R equisition ID : 1461

Salary Range : $20.25 To $20.25 Hourly

Schedule : 40 hours / wk., M-F 9 am 5 pm

Chapel Haven Schleifer Center is an award-winning nonprofit company devoted to empowering adults with disabilities to live independent and self-determined lives.

We believe self-advocacy supports the growth of our individuals and collaborate with them to create services that foster independence.

In 2022, we celebrated 50 years of excellence in the field of disabilities and continue our dedication to building a diverse, inclusive, and authentic workplace.

If you share our core values of dynamic diversity, caring collaboration, individual integrity, and community connection, we want to hear from you!

Why consider a career at CHSC?

• We offer a full benefits package, including paid time off and tuition reimbursement.
• A culture committed to community and compassion.
• A friendly and caring environment that is professional but warm, with room to advance.
• Staff longevity 50% of our staff have been with us 5+ years, many of whom started in entry-level roles that have developed into fulfilling careers lasting 10+ years.
• The opportunity to do meaningful work that enriches the lives of others.

The Role :

The Administrative Program Assistant is a member of the Supportive Living Program. The Administrator Program Assistant would be responsible for a range of clerical and program support tasks.

The Administrator Assistant would also be responsible for providing some direct assistance to the individuals we serve. This position requires strong clerical skills, excellent time and organizational management skills, and the ability to pay attention to details.

Essential Responsibilities :

• Coordinate staffing coverage due to Support Coordinator callouts and PTO time; ensuring all critical appointments and tasks are fully staffed per the request.
• Review community member progress notes weekly in SetWorks and run efficiency reports.
• Responsible for daily maintenance of the data records in the State of CT mandated Electronic Visit Verification (EVV) system database (Sandata).
• Ensure that all DDS-funded individuals are being seen by SC’s for the correct amount of time each week and that their progress notes match the calls in the EVV system.

Add appointments as needed when staff experience difficulties navigating the system. Monitor the organization’s monthly efficiency rating.

• Schedule SLP Department & community member meetings as directed by the director. Compile and disseminate the agenda, record attendance, follow-up as needed.
• Coordinate annual community member meetings, including the schedule by month. Collect all reports from SC’s, communicate with the interdisciplinary team, reserve space, collect minutes and oversee any follow-up at the conclusion.
• Manage the community member spare key system; update reference sheets, add new keys, communicate with staff.
• Conduct regular file audits to ensure compliance according to SLP Department policies and guidelines shared by Quality Assurance.

Compile monthly SetWorks reports and communicate findings to Director.

• Coordinate transportation and / or accompaniment for client medical appointments. Assign additional staff as needed.
• Collect, scan and upload all paperwork submitted by SC’s to SetWorks; including progress notes, medical information, insurance cards, etc.
• Administrative duties also include making copies, creating packets for training purposes or workshops, updating Community Programs information or marketing materials as needed and other tasks as requested by the Director.

MINIMUM EDUCATION REQUIREMENTS :

Bachelor’s degree and administrative experience preferred.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES :

• Ability to take direction, show initiative and work among a team.
• Ability to affect and maintain positive working relationships with team, individuals served and parents.
• Valid Connecticut driver’s license.
• Able to adapt to flexible nature of the position / SLP Department
• Excellent judgment, decision-making and communication skills.
• Computer literacy including Microsoft Excel, Outlook or a related program / software.
• Obtain / maintain in-service requirements as mandated by DDS and Chapel Haven

Do not meet every single requirement? Studies have shown that women, LGBTQ+, and people of color are less likely to apply to jobs unless they meet every single qualification.

If you are excited about this role but your experience does not align perfectly, we encourage you to apply. You may be just the right candidate for this or other roles at Chapel Haven!

Dynamic Diversity Caring Collaboration Individual Integrity Community Connection

Full-Time 40 hours / week; Monday- Friday Flexible between 8am-4pm.