Administrative Operations Manager, Springfield (Part-Time)

The Administrative Operations Manager has excellent communication and organizational skills. The ideal candidate will be well-versed in departmental procedures and policies and will be able to actively discover new ways to do the job more efficiently. The goal is to ensure all support activities are carried out efficiently and effectively to allow the other operations to function properly. This individual will support the Springfield office.

In addition to supporting the Program Director(s), the Administrative Operations Manager will provide support to the Vice President, Child and Family Programs and to the Senior Director, Child and Family Programs. The individual may coach/train other administrative/office team members and ensure that daily office operations are performed in a seamless and efficient manner.

HOURS: 25 hours per week

KEY RESPONSIBILITIES

Administrative

• Greet guests that visit HopeWell ensuring that they feel welcome.
• Answer phones and direct calls to the appropriate employee.
• Collect, sort, and distribute all in-coming mail daily.
• Manage the copy room ensuring we have the supplies needed and handling any issues with the copier/printer including toner re-stocking.
• Order office supplies and ensure the office is appropriately stocked with the necessary supplies with the Director’s approval.
• Assist the program director and supervisor with all onboarding needs.
• Plans, schedules, and promotes office events, including meetings, conferences, interviews, orientations, fundraising events, and training sessions. This includes ordering and coordinating food for agency events.

Operations

• Assist the VP, Child and Family Services and Senior Director, Child and Family Services when required with special projects which may include assisting and following up on key organizational initiatives, projects, and action items.
• Develops, reviews, and improves administrative and operational systems, policies, and procedures.
• Collects, organizes, and stores information using computers and filing systems.
• Build new and expand existing skills by engaging in educational opportunities.
• Liaise with clients and suppliers, connecting them with the appropriate managers
• Acts as the program’s financial liaison with the Finance Department, this includes maintaining office account receivables and payables; develop and maintain accounting system to track monthly records of expenditures in each line item of agency budget.
• Coordinate as needed with vendors/contractors any repair work that is needed in the office space.

Programmatic Responsibilities

• Maintain records of client placements, dates of intakes, transfers and terminations for monthly billing to funding sources
• Maintain client database, intake, discharged, and placement moves.
• Maintain placement and acquire census for appropriate programs
• Manage foster parent reimbursement schedule and payments

QUALIFICATIONS

• Associate’s Degree preferred with a minimum of 7 years of relevant experience or a High School Diploma with proven administrative experience and certification a plus
• Exceptional leadership: Demonstrates the ability to manage time, task, and resources.
• Knowledge of office management systems and procedures
• Detail Oriented: Demonstrate accuracy and thoroughness; monitor own work to ensure quality and organization. Strong attention to detail while multi-tasking.
• Communication Skills: Clearly and persuasively communicate, listen and seek clarifications; participate in meetings, write clearly and informatively.
• Initiative: Demonstrate ability to work independently and as part of a team; exhibit sound and accurate judgment, including prioritization and time management skills. Able to provide support to multiple team members simultaneously.
• Computer Skills: Advanced level proficiency with Microsoft Office Suite and SharePoint, ability to learn and adapt to new technologies.
• Customer Service: Maintains professional and respectful relationships with staff, clients, and vendors. Responds appropriately and in a timely manner.
• Professionalism: Work well in a fast-paced environment; treat others with respect and consideration; accept responsibility for own actions; positive attitude.
• Flexibility: Able to multi-task in a changing work environment. Manage competing demands and unexpected events. Willing to change approach to best fit the situation.
• Financial Acumen: Demonstrate a proficient level of professional skill and/or knowledge in accounting and keep current with developments and trends. Knowledge and ability to use applicable information technology and systems to meet work needs.

OTHER REQUIREMENTS

• This role involves predominantly office based and community-based work with occasional remote work opportunities. During office and community visits there are possible environmental exposures including pets.
• Daily access to an automobile is required.
• Driving is required in and out of the catchment area.
• A valid MA State Driver’s License
• Remain current in all DCF require trainings
• Other duties as assigned to support quality care.
• Commitment to our organizational vision, missions, and program