Administrative Assistant to Executive Vice President & Programs

Job Description

Job Description

Position Title: Administrative Assistant to Executive Vice President & Programs

Job Type:                           Full-time Salaried Position

Department:                     Clinical/Programs

Supervisor: Executive Vice President

Major/Essential Duties of the Job:

This position manages, anticipates, and provides essential administrative and operational support to the Executive Vice President and Programs Department, helping ensure that campus systems, schedules, records, compliance requirements, and program processes are organized, accurate and functioning effectively.

General Responsibilities/Expectations :

• Manage and anticipate any daily administrative or support needs of Executive Vice President to include preparation for meetings, providing meeting minutes, managing calendars, and communicating campus needs that arise

·         Screen and assist with incoming calls, emails, and other forms of communication for programs.

• Manage, ensure, and maintain records for all state licensing guidelines and compliance: to include managing and scheduling all staff trainings per licensing guidelines, all inspections: fire and health inspections/drills, gas pressure test, children’s trip reports, etc.
• Maintain and update Licensing Provider Portal as needed to include applying and maintaining background checks for all staff, visitors, volunteers, etc. along with any needs required by licensing
• Responsible for all campus scheduling, this includes coordination of childcare staff rotations and emergencies, clinical on call, and holiday flex scheduling
• Compile and maintain Campus census and statistical reports
• Coordinate the Executive Vice President’s and program teams professional travel and conference commitments, including conference registration, travel arrangements and accommodations, scheduling, and other related logistical needs
• Maintain records necessary for Medicaid benefits for HHC children. This includes applications, reviews, notice of changes, card distribution, and notices to end or change coverage.
• Initializing applications for aftercare to obtain health, dental and auto insurances.  Requesting payment of these services once established and approved.
• Maintain and schedule routine physical and dental appointments for children per state licensing guidelines.
• Reconcile annual charges and fill out social security reports on children.  Verify social security funds received quarterly.
• Log and reconcile allowances on items such as: clothing, cosmetics, gifts.
• Serve as liaison with AISD for annual TEA report and children’s tutor program, along with annual report for the food service program for lunches.
• Serve as liaison with software developer to update software as needed.
• Maintain all clinical files for programs to include: preparing initial digital file,  inputting intake and preliminary Plans of Service for new admissions, and maintaining, scheduling, and assisting with Plans of Service thereafter
• Complete monthly file audits to ensure and maintain compliance
• Maintain requests for and reconciliation of any monthly allowances for basic care and after care programs
• Work with families and staff to coordinate visitation and any needs that arise
• Anything else deemed necessary by the Executive Vice President and/or President/CEO.

Hendrick Home for Children raises children in a safe and loving Christian environment that provides an atmosphere of spiritual, physical, emotional and intellectual growth.

Company Description

Hendrick Home for Children raises children in a safe and loving Christian environment that provides an atmosphere of spiritual, physical, emotional and intellectual growth.