Job Title: Executive Assistant
Reports To: Vice President of Programs
Division: Programs, Foster Care
Location: Decatur, Georgia
FLSA Status: Non-Exempt
The Executive Assistant is employed by and is directly responsible to the Vice President of Programs, Foster Care. To provide support for top level executives by providing executive level administrative support by providing clerical support, receiving clients and visitors, arranging travel and correspondence, and scheduling meetings.
- To greet the people who have business with the agency and specifically those who have business with the Vice President of Programs.
- To maintain the VPs office by answering the telephone, giving out information and handling requests. As appropriate, to refer other requests to the proper department to the Vice President.
- Produce internal communications including agendas, memos, PowerPoint presentations and other documents as required.
- Assist in projects as assigned; projects may include project management content assembly
- Coordinate and manage Calendars for the Vice President of Programs and department-wide use.
- Collect all contracts generated for the Programs department and maintain accurate records of renewals and corrective action plans on the shared drive.
- Provide daily administrative support to the Vice President of Programs, including:
- Handling day-to-day operations of the department, including scheduling, responding to routine inquiries, and filing
- Coordinating meeting arrangements including teleconference calls and on-site meeting logistics; provide written notes/action items to relevant staff
- Coordinating travel plans and expense reports for team, Vice President and other program staff as needed
- Maintaining office supplies
- Assisting with other projects as required by the Vice President
- Maintaining copies of manuals (policy manuals, IMPACT manuals, Foster Parent Manuals, Resident Handbooks, etc)
- Readying materials requested by the state of Georgia for annual licensing/contract
- Compile reimbursable for foster parent payment vouchers and mail vouchers to foster families
- Compose and mail reference letters for foster parent applicants.
- Conduct online background checks for potential foster parents and potential residents
- Making trips to the post office, office supply stores, and other vendors when needed
- Compose and/or copy material for IMPACT classes
- Support training, staff appreciation, foster parent events, and other agency events by coordinating food orders and set ups.
- Support monthly, department-wide credit card and mileage expense reconciliation. Work with Program staff and Accounting to determine accurate general ledger and event codes and produce reconciliation reports via Accounts Payable Coding Forms and or the Microix system processing.
- Provide system for electronic filing of Vice President’s and departmental documents through scanning and or digitization to ensure all files and other related records are accurate, up-to-date and well maintained in shared drives/database
- Through ExtendedReach cross-training, assist with data requests, and data entry including new admissions, dismissals, and new staff entries and departures.
- Collect data and provide a weekly program census dashboard to executive team members
- Perform special projects or assignments as required by the Vice President.
- Demonstrate UMCH mission-driven values of integrity, excellence and inclusion, and integrate into work environment and ways of work.
- Adhere to organizational policies and procedures as described in UMCH’s Employee Handbook, Ethics Policy and elsewhere.
- Bachelor’s degree or education and experience equivalency.
- Minimum of two years with successful results in office management and administrative support. Experience working in the child welfare environment, and within a case management database are a plus.
- Applies expert skills in area of communicating sensitive information to senior management or external sources. Sound judgment and ability to keep confidentiality.
- Strong, positive interpersonal skills in order to work collaboratively across several businesses, functions and geographies.
- Proactively adapts procedures, processes and technology to identify next steps and accomplish requirements of the position.
- Ability to adapt to cultural differences and navigate a complex, global matrix organization.
- Expert user of PC and applications such as Microsoft Office Suite (Word, PowerPoint, Excel, Lync, OneNote and OneDrive) and Outlook, especially PowerPoint and Excel.
- Excellent verbal, written and presentation skills to effectively communicate information to all levels of internal and external personnel.
- Knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office.
- Ability to identify needs and initiates administrative projects.
- Ability to perform considerable coordination and follow-through.
- Works under minimal supervision.
- Sets priorities and procedures for accomplishing work and may delegate portions to others.
This job generally operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The employee may be occasionally exposed to a variety of extreme conditions at various job sites. The noise level in the work environment is low to moderate. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Usually sits in front a computer 70% of the time.