Administrative Assistant Regional Operations Support

Administrative Assistant Regional Operations

MyPath and its Operating Companies provide specialized services and dignified care for children, adolescents and adults with special needs. Our companies provide a spectrum of services and support which promote the ability of those we serve to live as independently as possible in the community.

The Administrative Assistant (AA) provides administrative, non-client care-related support to assigned regions through a combination of traditional (limited reception, managing mail and deliveries, filing, external facing communication) and non-traditional administrative work. This includes but is not limited to: ordering supplies, maintaining accurate file and record retention systems, arranging for routine and non-routine maintenance for the programs, providing general technical assistance with office equipment, and general office management. This role serves as a key support position for regional program operations and the people who deliver program services, helping ensure compliance with company policies, contractual obligations, licensing standards, workforce management processes, and promotes a high-quality client and employee owner experience.

This role is located in the Brookfield office, first shift.

Essential Functions

• Maintains a work schedule that meets the needs of assigned region(s) and that aligns with the standard job structure outlined and shared during the interview process. A signed copy will be maintained in the personnel file. Works pre-approved overtime as needed.
• Manages daily schedule effectively and efficiently. Prioritizes urgent needs and satisfies all routine work through applying exceptional organizational skills and knowledge of the role and the intersect with business needs.
• Develop, maintain, and improve administrative processes and workflows for assigned operations. Recommend process improvements that enhance administrative efficiency and operational effectiveness that are outside the authority of the Administrative Assistant and require approval to adjust.
• Prepare and distribute reports, correspondence, and other business-related materials.
• Manage mail distribution, deliveries, office supplies, communications and provide technical support assistance as needed.
• Maintain organized and compliant file management and record retention systems as assigned.
• Coordinate annual outreach activities which could include satisfaction surveys, admission forms, employee vehicle insurance verification, and more, as assigned.
• Maintain intranet site and document storage for assigned operations to ensure information remains current, organized, and accessible.
• Track, schedule, and upload program required documentation and recurring records in accordance with company, licensing, and funding-source requirements.
• Manage regional/area office and grounds including office assignments, meeting spaces, overall appearance, and the people dynamics that occur in a shared space. Arranges for routine weekly and longer term maintenance of the property and office equipment. Stocks office supplies and maintains confidential storage space for filing and other valuables.
• Identify cost-effective purchasing options and maintain strong working relationships with preferred vendors. Ensure purchasing and approval processes align with company policies and procedures.
• Coordinate and/or complete assigned program and office maintenance requests, capital improvements, and large-spending projects, including vendor and program staff communication, scheduling, tracking, and completion oversight.
• Manage vendor invoices and payments and process expense reports within required timeframes.
• Support financial recordkeeping activities, including assigned client financial account tasks and audits of Funds and Valuables account records.
• Assist leadership teams with regional and multi-region administrative projects as requested.
• All work assigned will be completed within determined timelines and will demonstrate high professional standards including accuracy and appearance consistent with the MyPath brand.
• Maintain professionalism, discretion, and confidentiality in all interactions with employees, clients, guardians, vendors, and external stakeholders. Handles sensitive information and materials in observance of strict confidentiality at all times.
• Demonstrates a working knowledge of organizational policies, Company forms, licensing requirements, Company standards, administrative procedures, and Employee Handbook information.
• Notifies the appropriate Company representative immediately in the event of any conflict with the public, family or guardian of individual's supported, contract or regulatory agency, municipality, employee or vendor. Takes required action during urgent and emergency situations.
• Report allegations of abuse, harassment, fraud, conflicts of interest, or other compliance concerns in accordance with company policy.

Knowledge, Skill and Ability Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability (including physical) required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• High School diploma or equivalent (e.g., GED) is required in addition to at least 2-3 years of previous administrative experience.
• Advanced knowledge in Microsoft Office applications.
• Ability to work autonomously, under tight deadlines, exercise good judgment, and effectively solve problems.
• Requires exceptional interpersonal, communication, and organizational skills.
• Demonstrates ability to make sound fiscal decisions and acts as a good steward of company money.
• Remains calm under pressure and maintains self-composure/self-control in times of high stress.
• This role provides a wide variety of routine tasks and meets unanticipated needs. The successful candidate in this role will appreciate the variety and fast pace bringing high energy to the job.
• Possesses a valid Wisconsin Driver's license and maintains insurance on personal vehicle. Driving record must align with company insurability guidelines. Must be willing to travel to different work locations, meetings, and training sessions.

Benefits

• Salary of $50000/year
• Health, Dental, and Vision Insurance
• PTO after 60 days
• 401k with ESOP benefits
• Referral Bonus Program -$2,000 Bonus per positive referral
• Tuition Reimbursement and Loan Pay-down Programs
• Employee Assistance Programs

Additional Information

MyPath is composed of a beautifully diverse spectrum of employees with different characteristics, abilities, and life experiences. We believe that equitable, diverse, and inclusive practices in our workspaces are integral to the existence of MyPath. We value our diverse spectrum of Owners, the individuals we serve and the communities we encounter.

Our success as an organization is directly proportional to our ability to create belonging and genuinely engage our Owners and potential Owners. We ask for demographic information so that we can be intentional in supporting our Owners best. Although not required, we would appreciate you sharing to help our commitment of cultivating a diverse, equitable, inclusive, and belonging MyPath.

Our Culture

At MyPath, we support an ownership culture throughout the organization. Our culture is based on our five beliefs and behaviors:

• Passion
• Accountability
• Teamwork
• Openness
• Continuous Learning and Innovation

As an employee owner, you can expect transparency, respect and appreciation. You'll impact the place you work and map a career within MyPath. With your passion and our breadth of services, your options are nearly limitless!

MyPath is proudly Majority Women Employee-Owned, with women leading at every level from the frontline to the boardroom. Our strength comes from all of us. Every Owner, regardless of gender, plays a vital role in shaping our culture, driving our mission, and building a workplace where opportunity and ownership are shared by all.

MyPath is an Equal Opportunity Employer (EOE) committed to fostering a diverse, equitable, and inclusive workplace. We embrace the unique characteristics, abilities, and life experiences of our employees and believe that equitable and inclusive practices are essential to our success. We value the diversity of our Owners, the individuals we serve, and the communities we engage with.