Administrative Assistant / Program Specialist

Woods Services•Middletown Township, PA

12d•$17•Onsite

About The Position

We want you to join our team! We need deeply compassionate, committed, and highly talented staff. The Woods organization is guided by their mission to support children and adults with disabilities or challenges to achieve their highest potential and independence through innovative and individualized approaches that promote learning and personal fulfillment. Job Summary: Performs varied, complex and routine administrative support duties, exercising judgment in decision making, knowledge of departmental policies and procedures while actively engaging with the Woods Community Program community. Must be able to work independently and demonstrate good writing, multi-tasking and problem solving skills.

Requirements

High School Diploma (or equivalent), and a minimum of 2 years related experience required, 5 years of related experience preferred.
Must have excellent computer skills and the ability to remain professional and to multi-task in a fast paced environment.
Must be able to lift/transfer a minimum of 50 lbs.

Responsibilities

Maintains various program evaluation databases by entering data on a regular and timely basis, including benchmarking MPAI-4, SRS, Interval Data, Satisfaction Survey, PROMIS, etc.
Maintains Incident Management databases by entering data on injuries, falls, behaviors, hospitalizations. Monitors, charts and reports trends to Community Program Leadership.
Prepares Program Evaluation reports and creates charts and trend graphs using above databases.
Maintains Service History and Productivity Reports utilizing data and reporting features from CareLogic to create quarterly and bi-annual reports for Clinical, Care Coordination and participants.
Provides support to the residential management team as needed including reconciling credit card statements, maintaining regulatory compliance paperwork, and records (such as fire drills)
Acts as a point of contact for visitors to Woods Community Programs and/or other related community based departments, facilitates connection to appropriate personnel/department, provides direction and/or escort if needed.
Answers telephone and gives information to callers or routes calls to appropriate individual. Places outgoing calls, takes accurate messages and delivers them promptly. Communicates basic information regarding programs, updates from family members or stakeholders and requests appropriately.
Orders and maintains needed office and kitchen supplies on SharePoint (from Purchasing, Office Supply, and Food Services) as needed/requested. Completes purchase orders for equipment and supplies any ancillary department as authorized
Scans, copies, and uploads documents into EMR and EHR databases making sure documents are uploaded properly for record maintenance. Generates reports as needed.
Prepares and distributes correspondence including but not limited to conference invitations, cover letters, faxes, and records requests.
Maintains operation of printer/copier/fax/scanner, including ordering service and supplies as required.
Inputs data and word processing from both written and auditory materials.
Maintains various calendars and schedules as needed.
Maintains professional working relationships with all co-workers and levels of management.
Acts as an Ambassador for Woods Community Programs and provides information about the program when appropriate
Demonstrates an understanding of the unique needs of persons with cognitive and physical challenges and of mission of Woods Community Programs to help persons served fully participate in daily life and achieve full inclusion in their community.
Demonstrates respect for diversity among staff, clients, families and other stakeholders.
Demonstrates Word Processing Speed of at least 50 Words Per Minute.
Demonstrates proficiency in use of all Microsoft Office Suite programs (Word, Excel, PowerPoint, Access, Outlook, MS Teams). Ability to use these venues to query information and prepare in required format for use as requested by Director.
Demonstrates initiative, judgment and proficiency of all job duties while upholding confidentiality at all times.
Demonstrates thorough knowledge of grammar, spelling and punctuation.
Demonstrates knowledge of ability to carry out instruction from both written and verbal sources.
Any other duties as assigned