Office Manager/Executive Assistant

Job Details

Job Location
MD Hope Center - Greenbelt, MD

Position Type
Full Time - 40 Plus Benefits

Education Level
Associates Degree Obtained

Travel Percentage
None

Job Shift
Day

Job Category
Behavioral and Mental Health Services

Description

COMPANY OVERVIEW

Volunteers of America Chesapeake & Carolinas empowers self-reliance and inspires hope. As a church without walls, we do this through personalized housing, ministry, health, and human services that benefit vulnerable individuals, their families and the community. Founded in 1896 in Baltimore, MD by social reformers, Ballington and Maud Booth, we were one of the first of over services organizations.

Our founders envisioned a movement dedicated to reaching and uplifting the American people. On behalf of the organization, the Booths pledged "to go wherever we are needed, and do whatever comes to hand". Their declaration continues to guide Volunteers of America's impact on "Helping America's most vulnerable".

Through a dedicated and committed team of more than 850 employees and thousands of volunteers, we provide critical care, support services and hope to thousands of people each year throughout Virginia, Maryland, the District of Columbia and the Carolinas. We firmly believe our employees drive the success of the organization. Through our diversity, equity and inclusion efforts, we endeavor to attract, engage and retain qualified, diverse, compassionate individuals to join our journey and experience a work environment that offers challenging, stimulating and financially rewarding opportunities.

JOB SUMMARY:

The Office Manager/Executive Assistant reports to the Executive Program Director, CCBHC and will manage the Hope Center professional and program offices ensuing coordinating office and staff activities in addition to allocating resources to ensure maximal efficiency and to enable task execution. She/he will provide on the job role training, organizing training and orientation of new office members, monitor and establish procedures for office record keeping and ensure the confidentiality and security of data, design and implement office procedures and policies in addition to analyze, monitor internal processes, and monitor and maintain office supplies inventory. The Office Manager will maintain a safe working environment, and coach staff as needed.

The Office Manager/Executive Assistant will also support and assist Maryland & DC Behavioral Health Leadership Team by providing high-level office support. She/he performs diverse, highly responsible, complex, and non-supervised functions that require recurring contact with the leadership team. Additionally, she/he will coordinate a wide variety of ongoing meetings including logistics, preparation of the agenda, distribution of meeting materials, and accurate and timely meeting minutes. She/he will utilize impeccable prioritization skills to be able to catch potential conflicts and stay ahead of a complex, changing calendars and/or Team initiatives. She/he must exercise superb initiative and independent judgment in managing daily office activities.

Work Location: This position will be required to work out of the DC Hope Center, as needed.

RESPONSIBILITIES:

•Organize meetings, extensive calendaring, organize and book all travel arrangements, travel expense reporting, assist with logistics for major team and leadership meetings and activities.

•Perform primary contact and establish rapport with clients, visitors, and individuals going in and out of the office on a daily basis, assessing needs and purpose of clients and directing them to the proper sources in order to address their concerns.

•Receive and direct telephone calls and at times manage email for the leadership team; ensure relay of conversations and pertinent messages are accurate, clear, and confidential.

•Maintain the executive calendar.

•Provide day to day administrative support for the leadership team. Perform administrative support for the Executive Director or Program Leadership Team of VOACC.

•Handle incoming and outgoing correspondence and faxes; dating and stamping all documents as appropriate.

•Examine invoices and prepares check requests for timely payment.

•Manage fleet of vehicles and liaison with facilities, vendors and others as needed.

•Provide relevant documents and updates to the Staff Assistant to maintain an accurate and updated Operations Manual for the Administrative Office.

•Perform other duties as assigned.

•Handle office orders and deliveries

PHYSICAL REQUIREMENTS:

The physical requirements described below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

•The ability to safely operate a motor vehicle to transport oneself.

•The physical ability to travel to assigned locations, stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear and perform basic and light home maintenance activities, and operate office equipment.

•Move and lift light objects up to 30 pounds such as mail, supplies, files, and equipment.

•Operating office equipment requiring continuous or repetitive hand/arm movements.

•The ability to remain in a sitting position for extended periods of time.

EFFECT ON END RESULTS:

•Leadership Team interactions will be highly organized and well coordinated to ensure optimum use of time.

•Hope Center will have the appropriate materials and information needed in a timely fashion to conduct productive meetings.

•The Executive Director and other leadership team members will spend more of their working day addressing difficult challenges and adding maximum value to the organization as much of daily operational/administrative tasks will be effectively handled.

•All offsite planning sessions including Senior and Program Leadership Team retreats/workshops will be mainly focused on accomplishing its objectives as all administrative planning work will be effectively executed to the minutest detail.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

REQUIREMENTS:

•Minimum Associate Degree or higher. Bachelor's Degree in Business Management or a related field preferred.

•Minimum three (3) years' experience working in a non-profit, human services organization with ability to demonstrate managing a medical office.,

•Excellent team-centered approach with strong interpersonal and communication skills are a must due to the extensive collaboration and networking that is required in the field.

•The ability to multitasks and handle a non-traditional work environment.

•The ability to be a self-started and work independently with limited supervision at times.

•Must have a high level of compassion and respect for persons with special needs;

•Experience with Microsoft Word, Excel, Power-point, Outlook Email, and other systems i.e. electronic time punches, electronic medical records etc.

•Bilingual in any language a plus.

EEO/AA

---