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Administrative & Performance Improvement Assistant

ITALIAN HOME FOR CHILDREN INC -
Jamaica Plain, MA

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Job Details

Full-time
$48,000 - $55,000 a year
9 days ago

Benefits

Employee assistance program
403(b)
Life insurance

Qualifications

Customer communication
HIPAA compliance
Electronic health records (EHR) management
Spreadsheets
Data interpretation
Productivity software
Clinical confidentiality policies
Cross-functional collaboration

Full Job Description

The Administrative and Performance Improvement Assistant performs administrative tasks, handles functions of the front desk of the organization, and supports operational functions of the Compliance and Quality Improvement (CQI) Department. The essential functions and duties for this position will be done in collaboration with and/or under the supervision of the Chief Operating Officer. This position supports all programs of the Italian Home for Children and requires an understanding of the variety and scope of services provided across the agency, as well as objectivity and commitment to supporting and encouraging high-quality service delivery. Additionally, the assistant aims to relieve leaders of administrative tasks to create more efficiency. This position requires excellent customer service skills, the ability to manage multiple tasks, and the skill to shift focus based on priorities. The assistant must have strong attention to detail and be organized. This position is Monday-Friday in person during daytime.

The intent of this job description is to provide a representative summary of the duties and responsibilities that will be required of the position, but additional responsibilities may be required. Employees are expected to perform job related tasks other than those specifically presented in this description.

The expected base annual salary for this role is between $48,000-$55,000 USD, dependent on experience. This number does not reflect additional compensation-related benefits such as PTO, medical and life insurance, EAP, and the Italian Home for Children 403(b) retirement plan.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Administrative Tasks:

Maintain excellent customer service skills; greeting callers and visitors in a way that demonstrates the positivity and values of IHC
Complete photocopying, scanning documents, maintaining calendars, and more
Sort agency mail and packages for all departments and maintain rapport with delivery personnel
Manage ordering including office supplies, food orders and other transactions as requested
Assist with event planning when needed/requested
Prepares the conference room and materials for regular meetings, including new hire orientation, leadership meetings, etc.

Compliance:

Support programmatic chart reviews, track compliance, and maintain systems for proof of completion by deadlines
Assist with contract management as requested, including pursuing signatures from senior leaders, returning signed copies to external parties and filing originals
Support the CQI team with licensing and accreditation activities
Assist with periodic review of Programs’ compliance with external regulatory bodies
Serve as point person and organizer of record retention and record request practices
Track compliance of employee training requirements including managing training spreadsheets and inputting data into the HRIS system
Audit daily and monthly paperwork relevant to the agency’s participation in the Child Nutrition Programs (School Breakfast, School Lunch and Afterschool Snack)

Quality and Safety:

Work with the CQI team to conduct Focused Program Reviews of all programs
Conduct regular checks of program spaces and company vehicles to ensure the agency is adhering to the highest safety standards
Assist with the execution of observation systems and quality measurements for all programs
Provide reporting on observation data gathered
Assist with the regular review and updating of policies and procedures
Maintain and/or create tracking spreadsheets for important data points relevant to agency operations

ESSENTIAL QUALIFICATIONS

Commitment to ensuring the highest quality of all programs and services
Bilingual (Spanish) strongly preferred
Undergraduate degree in Human Services/Social Services or Clinical Studies or related subject or 3+ years in a related role
Flexible, able to shift focus quickly to pressing issues while maintaining and managing regular and ongoing projects and assignments
Strong ability to collect and analyze data to make informed recommendations
Critical thinker able to effectively identify and evaluate problems, display sound judgment in resolving problems
Consistent and strong attention to detail and accuracy
Familiarity with electronic medical records
Maintain strictest confidentiality regarding clients, and employees; adhere to all HIPPA guidelines and regulations
Impeccable tact, diplomacy, and professionalism
Strong ability to accept and give critical feedback
Superior verbal and written communication skills
Strength in managing multiple priorities simultaneously and adhering to deadlines
Skilled in working independently to carry out department and agency objectives
Skilled in working collaboratively with multiple departments and varying levels of position; superior interpersonal skills
Proficiency in Microsoft Office Suite/Office 365; advanced skills in Excel preferred

Italian Home for Children is committed to fostering a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, height, weight, or any other characteristic protected by applicable federal, state, or local laws.

We are dedicated to ensuring a fair hiring process and an equitable work environment. If you require accommodations during the application, and/or interview process, please contact [email protected].

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