Administrative Manager

Caritas Family Solutions•Mount Vernon, IL

just now•Hybrid

About The Position

At Caritas we believe every life deserves LOVE! If you agree, then please consider joining our team!! Caritas Family Solutions is seeking a dependable, detailed oriented Administrative Manager to serve at our Mt. Vernon office. This position is perfect for office professionals who are highly organized and value being part of a great team. Most importantly, the work you’ll do helps support our frontline workers providing care for traumatized youth! If you’re ready to change the world, please apply today!!! At Caritas, we know we’re competing with other employers for your services, and we want to win! It is our goal to offer competitive compensation and affordable benefits to all eligible employees. Caritas currently offers the following benefits to full-time employees: · 403 B Retirement Plan (5% Employer Match) · Generous Paid Time Off · Health, Dental and Vision Insurance Coverage · 12 Employer Paid State & Federal Holidays · Telehealth Services · Employer Paid Life Insurance · Health Saving Account · Employer Paid Short- & Long-Term Disability · Tuition Assistance Program · Real Work/Life Balance Hours worked (typical): 40 Remote Work: Allowed (work arrangement can change depending on performance and/or needs of Caritas). Job Tasks Typically: Unstructured - worker will be allowed to determine/plan the order of tasks, priorities, and goals. Description of Typical Work Schedule: 40 hour workweek; schedule to be discussed with direct supervisor and may change as needs of the department change (Hours set based on necessity of department or office.) PURPOSE: The Administrative Manager is the liaison between programs and support departments such as HR, IT, Finance and QI. This position works closely with hiring managers in the office to ensure successful new hire onboarding and preparation. This includes supporting hiring managers/supervisors during candidate selection and hiring process, utilizing Paycom and other software systems to manage the process. This position is first point of contact within the office for HQ or Support Departments, facilitating interoffice communication in order to address any questions or issues. REPORTING STRUCTURE: Refer to the updated organizational chart for reporting structure and responsibilities.

Requirements

Associate degree/60 hours of college credit or two years’ experience demonstrating successfully operating within an office in fast-paced environment and with multi-departments. (Related fields will be considered.)
Minimum two years’ experience demonstrating successfully operating within an office in fast-paced environment and with multi-departments.
Active Learning — Understand the implications of new information for both current and future problem-solving and decision-making.
Active Listening — Give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Critical Thinking — Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
Learning Strategies — Select and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
Mathematics — Use mathematics to solve problems.
Monitoring — Monitor/Assess performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Reading Comprehension — Understand written sentences and paragraphs in work-related documents.
Speaking — Talk to others to convey information effectively.
Writing — Communicate effectively in writing as appropriate for the needs of the audience.
Language — Able to read and write in English.
Coordination — Adjust actions in relation to others' actions.
Instructing — Teach others how to do something.
Service Orientation — Look for ways to help people.
Social Perceptiveness — Be aware of others' reactions and understanding why they react as they do.
Complex Problem Solving — Identify complex problems and review related information to develop and evaluate options and implement solutions.
Time pressure planning — Plan and be responsible for regularly meeting strict deadlines.
Judgment and Decision Making — Consider the relative costs and benefits of potential actions to choose the most appropriate one ensuring that decisions made have an impact on others, the image/reputation of Caritas, and/or the financial resources.
Systems Analysis — Determine how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
Systems Evaluation — Identify measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
Management of Financial Resources — Determine how money will be spent to get the work done, and accounting for these expenditures.
Management of Material Resources — Obtain and see to the appropriate use of equipment, facilities, and materials needed to do certain work.
Management of Personnel Resources — Motivate, develop, and direct people as they work, identifying the best people for the job.
Personal Time Management — Manage one's own time and the time of others.
Direct Report's Time Management — Manage the time of others.
Must display a willingness to adopt trauma informed interventions, principles, and practices as well as commitment to ongoing development of their capacity for application of trauma informed care.
Realizes the prevalence of trauma among persons served by Caritas and the general population.
Recognizes how trauma affects everyone involved-including clients, their families, staff, and community; and impacts behaviors.
Responds to trauma by actively implementing the guiding principles of trauma informed care into their daily practice.
Resists re-traumatization of persons served and staff providing services, by creating safe, welcoming, and supportive environments.
Proficient Computer Skills In: Excel, Outlook, PowerPoint, Word, Database Management Software
Access to reliable transportation to get to/from work: Required.

Nice To Haves

Responsibilities

Reviews Resumes/Applicants on Paycom for all positions in the office.
Schedules interviews for supervisors within the office.
Supports supervisors during candidate selection and communications with HR when necessary.
Handles all of the new staff onboarding process including enrollment in necessary trainings, new hire orientation and first day preparation.
Ensures all new staff have appropriate technology needs met such as work computers, access to agency folders, internal and external websites and software.
Ensures that staff who are traveling for training, are enrolled and prepared with any travel details such as transportation, lodging, per-diem, etc.
Works closely with HR Business Partner and supervisors to ensure all HR tasks - status changes, job requisitions, and new hire paperwork are completed.
Acts as the primary HR contact for the office and facilitates all communication to ensure general personnel tasks or issues are address quickly and as needed.
Works closely with IT Support Staff to ensure new staff have adequate equipment for first day of work.
Acts as a liaison with IT Support Staff when issues or problems arise with staff regarding any computer-related issue.
Leads/manages Secret Santa and other donations for foster care youth or families.
Acts as liaison with QI Department by assisting in QI efforts such as working with program managers or directors on data collection for client satisfaction surveys, schedules for case reviews and other activities.