Administrative Assistant

Administrative Assistant

We are seeking an Administrative Assistant at Challenge Unlimited, Inc in our Programs Department. At Challenge Unlimited, Inc. it is our mission to provide opportunities for individuals with disabilities which will assist them to live, work, and participate in the community. As a leader in providing employment services to people with disabilities our goal is to empower individuals of all abilities to reach their full potential.

Reporting to the EVP of Programs, the Administrative Assistant is responsible for supporting activities that advance our mission to provide people who have different abilities opportunities to work achieve the highest level of independence possible.

Provides administrative support services to the EVP of Programs. Researches, analyzes, prepares, and distributes current and future Program requirements to internal and external parties for Ability One and commercial Programs. Manages the Program databases and associated files. Assists with the research, acquisition, and maintenance of various certifications, CIMS (Cleaning Industry Management Standard), ISO, licenses etc

Job Duties

• Support the EVP in advancing the organization's mission, vision, goals, and strategic initiatives for the Programs Division.
• Assist with planning, coordinating, and tracking departmental goals and projects.
• Prepare presentations, reports, proposals, business documents, memos, and correspondence.
• Draft, edit, proofread, and format documents using Microsoft Office applications, including Word, Excel, and PowerPoint.
• Maintain confidentiality and demonstrate professionalism, discretion, integrity, and sound judgment.
• Communicate clearly and effectively, both verbally and in writing.
• Manage paper and electronic records and maintain organized filing systems.

CARF Accreditation Coordination

• Coordinate all CARF accreditation activities for the Programs Division.
• Schedule and facilitate CARF meetings, take meeting minutes, and distribute follow-up communications.
• Track action items, deadlines, and compliance requirements related to CARF accreditation.
• Assist in developing, updating, and maintaining documentation required for mock surveys and official CARF survey events.
• Ensure all accreditation-related communications, reports, and requirements are completed and submitted on time.
• Monitor and electronically track CARF standards, supporting documents, and required activities.

Data Management and Reporting

• Develop and implement systems to collect, analyze, track, and report program and CARF-related performance indicators.
• Create, manage, and maintain spreadsheets, databases, and reporting tools.
• Compile data and prepare reports for leadership review and decision-making.
• Develop and maintain effective records management systems and recommend improvements as needed.
• Support the collection and analysis of operational data, trends, performance metrics, and performance gaps.

Compliance, Research, and Process Improvement

• Research existing and new CARF standards, program requirements, and regulatory expectations to ensure ongoing compliance.
• Analyze processes and make recommendations for operational improvements and corrective actions.
• Assist with evaluating new equipment, systems, procedures, and best practices to improve program operations.
• Support continuous quality improvement initiatives through data analysis and performance monitoring.
• Work collaboratively with Program Division Managers to identify and implement necessary operational changes.

Program and Operational Support

• Organize, maintain, and track departmental records, requirements, and supporting documentation.
• Ensure all department-related communications, reports, and action items are identified, communicated, and completed.
• Monitor program performance and assist in resolving issues related to program modifications, progress, payments, and operational concerns.
• Coordinate with internal stakeholders to support effective program implementation and compliance.

Culture and Mission Alignment

• Promote and support the organization's mission of providing employment opportunities for individuals with disabilities and other disadvantages.
• Demonstrate and champion company values in daily interactions and decision-making.
• Build and maintain positive working relationships with managers, employees, and stakeholders.
• Support a culture focused on quality service, client satisfaction, employee engagement, and continuous improvement.
• Communicate organizational needs and challenges to the EVP and help implement solutions and improvements.
• Contribute to a positive, inclusive workplace culture that supports high performance, accountability, and achievement of organizational goals.

Qualifications

• Education : High School or G.E.D required. Associates Degree preferred.
• Experience : 3+ years of administrative support experience, preferably supporting a senior executive. Experience in Program administration providing research, analysis and support in federal government Programing.
• Communication/Computer Skills : Must have excellent oral and written communication skills. Proficient with Microsoft Excel, Word, PowerPoint, and Outlook
• Background Checks : Must pass criminal background check, various State and Federal Registry Checks, and pass DCFS Abuse and Neglect Tracking System Check.
• Driving: Must pass driving history check and Company policy criteria, be 21 years or older, and maintain valid driver's license. Company travel using a personal insured vehicle is required.

Benefits

• Paid time off for holidays and sick time

Physical Demands

Sitting : Continuously sitting in the normal course of office-type work

Standing : Occasionally standing, walking, bending, squatting, reaching, and twisting in the normal course of office-sedentary type work.

Hearing, Speaking: Frequently listens and speaks with managers, potential customers, and employees to collect and offer information to solve problems and process financial & accounting tasks.

Seeing : Frequently visually active to read and audit information on screen or in print, occasionally in small font size.

Handling: Frequently using hands in typing, calculating, filing, phone and other office equipment use.

Movement: Occasionally bending, reaching, and twisting; occasionally climbing stairs and/or ladders squatting, and kneeling.

Lifting : Occasionally lifting, carrying, and pushing or pulling up to 10 lbs. in the normal course of office-sedentary type work

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability or protected veteran status.