Office Manager

Job Description

Job Description

REPORTS TO: Senior Director of Institute for the Hispanic Family and Family Strengthening Programs

POSITION SUMMARY:

This position is reserved for an experienced professional who works with a considerable degree of independence. This is a multi-faceted position that coordinates administrative support to the site, including a wide array of supports to the Institute for the Hispanic Family and Family Strengthening Programs as site facility management liaison, and other program administrative duties.

OFFICE MANAGER/PARENTING EDUCATION PROGRAM COORINATOR

POSITION RESPONSIBILITIES:

• Provides administrative coordination of all Check Request and Purchase Orders
• Assists Senior Director with facility and programmatic requests to ensure all programs are administratively supported
• Create, update and maintain a list of licenses and inspections pertaining to the general operations of the Institute for the Hispanic Family campus (45 & 53 Wadsworth Street, Hartford)
• Participate in area events and meetings as requested by Senior Director
• Prep space for administrative meetings or community meetings utilizing multipurpose room or conference rooms at the Institute for the Hispanic Family (secure, set up room, order food – if requested by the event organizer)
• Order and maintain inventory of office supplies
• Assists the senior director with preparation of agenda for all meetings, takes minutes and distributes (IHF Advisory Council, IHF All Staff meetings)
• Assists Senior Director with preparation of reports for funders and correspondence
• Serves as the first point of contact between the programs, families/clients and senior director
• Participates in site or agency wide events
• Develops and maintains a list of building maintenance vendors
• Serves as site facility management liaison
• Work in collaboration with the Behavioral Health program (Clinical Director and Practice Manager) to ensure continuity of client care and overall flow of services
• Provides administrative coordination of all Check Request and Purchase Orders
• Coordination of the Parenting Education Program (PEP):
  • Create the PEP monthly schedule
  • Serve as liaison between program and client
  • Ensure assignment of staff to PEP classes
  • Coordinate each location’s physical space (i.e. building access)
  • Coordination of support staff for each class
  • Update/Submit monthly reports to funder and agency bi-yearly Result-Based Accountability reports (RBA)
  • Review Carelogic to ensure accuracy of client status (i.e. active vs. discharged)
  • Manage number of waivers versus paid classes per class and/or client refunds
  • Communicate program updates and/or changes to program manager
  • Answer any questions requested by court
  • Provides administrative support to the Parenting Education Program (PEP)
  • Assist program manager
• Other duties as assigned by the Senior Director or at the agency’s request

PQI Functions

• Ensure and monitor the consistent collection of data by direct reports
• Identify patterns and trends of administrative or program services whichever is appropriate
• Compare data outcomes against established agency benchmarks
• Develop and implement improvement plans as needed, eliminating any identified problems
• Use results of data to inform decision making

QUALIFICATIONS:

Associate’s degree or business school plus at least one year of related experience or high school graduate with 3 years related experience.

Considerable oral and written communication skills. The candidate must demonstrate proficiency in computer programs including Microsoft Word, Outlook and Excel. Proficient in use of other office equipment such as copier, fax, etc. Experience with Carelogic is preferred.

The candidate must demonstrate superior customer service skills and have significant interaction with diverse families/clients on a daily basis. Cultural competence and bi-lingual ability (Spanish/English) strongly encouraged.

The candidate must have high levels of personal characteristics including, but not limited to the following: enthusiasm, competency, empathy, and warmth. The candidate must also be firm but fair, encourage self-efficacy and model pro-social beliefs.

The candidate must be flexible, with a high degree of motivation, exercise good judgment, and be able to work independently. The position may require evening hours.

COMPETENCIES

• Good verbal and written skills and has specific knowledge of proper grammar, punctuation, and spelling.
• Efficient typing skills and accomplished in utilizing Microsoft Word, Excel, Power point, and Outlook programs.
• Able to effectively handle multiple tasks simultaneously and differentiations in workflow.
• Organizational skills and ability to prioritize are essential.
• Bi-lingual (Spanish/English)
• Ethical Conduct
• Flexibility with work schedule
• Initiative
• Time Management