Administrative and Training Specialist

2 weeks ago

Lewiston, Maine, United States Dirigo Support Professional Full time
Job Overview

Position Title: Administrative and Training Specialist

Reports to: Human Resources and Training Director

Employment Type: Full-Time

Position Summary:

The Administrative and Training Specialist plays a vital role in our organization, responsible for ensuring efficient daily operations and adherence to compliance standards within our agency, which is committed to assisting adults with intellectual and developmental disabilities and autism. This role merges office management with training facilitation duties, significantly contributing to both administrative support and staff enhancement. The perfect candidate will exhibit exceptional organizational skills, attention to detail, and a genuine passion for improving the quality of care and support services for our clients.

Core Responsibilities:

Office Management:

  • Oversee daily office functions, ensuring optimal management of office supplies, equipment, and shared spaces.
  • Manage incoming and outgoing communications, including phone calls and emails, ensuring prompt and professional responses.
  • Supervise the reception area and provide necessary administrative assistance.
  • Coordinate meetings, appointments, and travel logistics for team members.
  • Maintain and update records for clients and employees, ensuring accuracy, confidentiality, and compliance with applicable laws and regulations.
  • Prepare and distribute agendas, meeting notes, and other pertinent documents.
  • Assist in organizing and scheduling meetings, appointments, and events.

Administrative Assistance:

  • Support the Human Resources and Training Director with various administrative tasks and special initiatives.
  • Process and maintain accurate records of invoices, expenses, and other financial documentation.
  • Assist in the creation of reports, presentations, and other required documentation.
  • Develop and implement compliance policies and procedures, ensuring the organization meets all relevant laws and standards.
  • Conduct regular audits and inspections to ensure compliance.
  • Investigate and resolve any compliance-related issues or concerns.

Training Facilitation:

  • Assist in the design, implementation, and assessment of training programs for Direct Support Professionals (DSPs).
  • Schedule and coordinate training sessions, workshops, and continuing education opportunities for staff.
  • Maintain training records and ensure compliance with all regulatory and accreditation standards.
  • Prepare training materials, handouts, and resources for training sessions.
  • Monitor and evaluate the effectiveness of training programs and provide constructive feedback for enhancements.
  • Deliver training and education to staff on compliance matters.

Additional Duties:

  • Foster a positive and inclusive office atmosphere that reflects the agency's values and mission.
  • Engage in training sessions and other agency activities as necessary.
  • Perform other related tasks as assigned.

Qualifications:

Education and Experience:

  • Bachelor's degree in Business Administration, Human Services, Management, or a related field is preferred.
  • A minimum of 2 years of experience in an administrative or office coordination capacity, ideally within a healthcare or human services environment.
  • Experience in training or staff development and familiarity with compliance regulations is highly advantageous.

Skills and Competencies:

  • Exceptional organizational and multitasking abilities with a strong attention to detail.
  • Outstanding written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Ability to work independently as well as collaboratively within a team.
  • Compassionate and respectful demeanor towards individuals with intellectual and developmental disabilities, as well as mental health challenges.
  • Capability to manage confidential information with discretion.

Benefits:

  • Competitive salary based on experience.
  • Paid time off and holidays.
  • Opportunities for professional development.

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