Administrative and Operations Assistant

Job Description

Job Description

Position Overview

We are seeking a highly organized, detail-oriented, and structured Administrative & Operations Assistant to support the Administrators, Onsite Supervisor, and Team Leads across 6 Adult Family Homes (AFHs) in the Milwaukee area. This role focuses entirely on administrative execution, scheduling efficiency, compliance auditing, inventory management, and quality control checks. The ideal candidate possesses exceptional organizational strength, allowing them to track operational deadlines, audit paper logbooks, manage facility facility supplies, and rigorously verify that daily house programming is accurately being completed on the floor.

Key Responsibilities & Deliverables

· Scheduling & Time Card Support: Build, manage, and optimize the monthly master schedule for our 26 staff members. Review and cross-check employee time cards weekly against the schedule to flag discrepancies for the Administrator.

· Comprehensive Supply & Inventory Management: Oversee and audit inventory levels across all 6 homes for food, household items, medical DME (Durable Medical Equipment), medical supplies, and medications. Track stock levels, identify shortages, and coordinate with the Administrator's partner, Team Leads, and the Onsite Supervisor to streamline ordering and ensure homes are consistently and correctly supplied.

· Activity & Programming Audits: Conduct unannounced drop-ins a few times a week to verify that Resident Assistants are actively performing scheduled resident activities. Audit activity tracking sheets and documentation logs to ensure full compliance.

· Compliance & File Auditing: Conduct meticulous, routine audits of resident files, medication administration records (MARs), and internal house paperwork to ensure 100% absolute compliance with Wisconsin state regulations.

· Operational Quality Checks: Conduct morning site visits across properties using a standardized checklist to verify house cleanliness, safety compliance, and overall document organization.

· Logistics & Van Use: Utilize the company van for high-priority administrative errands or supply distributions. Serve as an emergency backup transport driver for urgent resident medical appointments if care staff is unavailable.

Qualifications & Requirements

· Proven experience in a heavy administrative, data-entry, or scheduling role (Healthcare, CBRF, or AFH environment highly preferred).

· Strong organizational skills with the ability to independently manage inventory, documentation, and compliance checks across 6 separate locations.

· Excellent professional boundaries and communication skills—comfortable inspecting logbooks and collaborating productively with Team Leads, the Onsite Supervisor, and Administrators.

· Valid Wisconsin Driver’s License with a clean driving record (required to drive the company van and travel between Milwaukee properties).

Strategic Collaboration Workflow

To ensure operations run smoothly and to prevent communication bottlenecks, the Administrative & Operations Assistant will interact with the management layer utilizing the following strict guidelines and reporting channels:

· Inventory Logistics (With Michael Jones): Conducts the physical counting and digital tracking of food, DME, and household supplies across all sites. She hands a clean, finalized 'shopping/order list' directly to Michael Jones so he knows exactly what to purchase without any guesswork.

· Accountability & Performance (With Onsite Supervisor & Team Leads): When she uncovers missing medication signatures, unreported low stock, or missed resident activities during her site visits, she logs the error and hands a standardized 'Correction Notice' to the Supervisor and corresponding Lead. It remains the sole responsibility of the Onsite Supervisor/Lead to handle disciplinary action and staff corrections.

Operational Reporting (With Bernadette Jones / Administrator): She hands the finalized monthly master schedules, flagged time card errors, and a summarized weekly compliance report directly to Bernadette Jones, highlighting which homes are passing or f

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