Office Administrator

Position Summary: The Office Administrator is responsible for providing executive level administrative support to the organization’s officers, managing office operations, providing administrative support for other departments

A. CEO Support

1. Maintains the CEO’s appointment calendar; facilitates employee requests for appointments with CEO.
2. Fields calls on behalf of the CEO; assists callers and/or directs to the appropriate party.
3. Keeps the CEO informed of upcoming meetings, appointments, events and opportunities.
4. Promptly and accurately files documents to ensure critical information is organized and easily accessible (e.g., audits, grants, contracts, surveys, correspondence, etc.).
5. Manages travel arrangements.
6. Prepares internal/external memos, correspondence, meeting notices, contracts and applications, etc.
7. Coordinates with the CEO and the Development Department on the distribution of Holiday Cards.
8. Assists the CEO in preparation for meetings (executive, staff, agency, etc.); performs other secretarial and clerical duties as directed.
9. Attends meetings and records minutes, as requested.
10. Prepares agenda, minutes, reports and other pertinent material required for presentation.
11. Keeps participants informed as to meeting dates, times and locations (arrange for refreshments, meals, if required).

B. Office Management, Documentation and Recordkeeping

1. Provides oversight of the front desk receptionist.
2. Ensures front office operations run smoothly and that support services are delivered in a timely and professional manner.
   1. Assists with coverage of the Front Desk and Covers telephones as necessary.
   2. Ensures incoming mail is delivered to the appropriate department/individual on a daily basis.
   3. Ensures phone lists are updated and distributed regularly.
3. Establishes standards, policies and procedures and organizes office operations; Periodically updates the Administration policies, procedures and Best Practices.
4. Ensures the accuracy and timely submission of reports.
5. Maintains accurate contract files.
6. Assists in generating reports to document ASC’s response to natural disasters (e.g., problems, successes, procedural changes, etc.); Assists in filing Insurance and or FEMA claims and other governmental entities.
7. Reviews Purchase Orders for discrepancies before submitting to the CEO for approval.
8. Tracks expenditures in Excel; Produces reports for the CEO and/or Accounting.
9. Monitors the use of office supplies and equipment; Ensures adequate inventory of office supplies at all times, including copier paper, ink/toner, postage, etc.; Troubleshoots problems with office equipment; Coordinates the repair and maintenance of equipment

Ensures follow-through with maintenance agreements and contracts for office equipment; Provides copies of all contracts to the CEO & CFO.

c. Board Support

1. Assists the CEO in preparation for the monthly meetings of the Board of Directors and Executive Committee, including but not limited to:
   1. Preparing the agenda for meeting;
   2. Preparing Board packets including minutes and other pertinent information required for presentation (e.g., agenda, cash flow, financial statements, illustrations, etc.);
   3. Sending meeting notices to Board of Directors in a timely manner and confirming attendance;
   4. Reminding Board members of the upcoming meeting (via phone/email) on or before the Friday before each meeting.
   5. Assists with development and implementation of advisory and board committees.
2. Manages the meeting logistics for each Board Meeting, including but not limited to:
   1. Securing the conference room and ensuring it is clean and ready before the meeting;
   2. Arranging for refreshments;
   3. Assisting with clean up after conclusion of meeting.
   4. Takes and maintains Board Meeting minutes; Provides accurate draft minutes to CEO within two (2) days following Board Meeting.
   5. Assists/reminds the CEO of any follow-ups, commitments or assignments for respective meetings.
   6. Directs all inquiries and comments from the Board and Advisory Board members to the CEO.
   7. Assists the CEO, as requested, with communications to Board Members and Board Committees.

D. Communication

1. Facilitates the sharing of relevant information between all disciplines through informal communication, participation in meetings and documentation with the best interests of the individuals in mind.
2. Develops and maintains positive working relationships with vendors; Ensures appropriate vendors are contacted promptly when office operations are interrupted (e.g., telephone and/or electrical outages, internet issues, etc.).
3. Maintains strict confidentiality regarding each individual’s health information in compliance with HIPAA regulations and ASC’s policies and procedures.
4. Promptly communicates with appropriate ASC personnel regarding any issues that impact the health or safety of the individuals.
5. Produces and distributes the agency newsletter.
6. Attends Agency, department meetings and other meetings to provide information and shares concerns.
7. Issues Safety Alerts and follows up to ensure they are properly communicated and implemented in all affected departments.
8. Ensures critical information and reports are shared with appropriate departments and individuals in a timely manner through meetings, reports, in-services, etc.

E. Administrative and Clerical Support

1. Assists in the reorganization and decoration of office space, at the direction of the CEO and COO.
2. Oversees ASC Volunteer Program ( facilitates all aspects of volunteer program and coordinates with each department)
3. Assist COO with emergency management plans ( EMP and CEMP) for ICF’s as needed
4. Maintains order of supplies up to date for the individuals’ and facility’s needs.
5. Provides transportation to executives and runs errands, as necessary.
6. Inventory of all donations to Ann Storck Center.
7. Conducts campus tours, as requested.
8. Assists in special events, as needed.
9. Coordinates and runs sale of donated items (Tommy Hilfiger Yard Sale) at least three times per year.
10. Coordinates and monitors eBay sales (donated items).
11. Completes all other requested duties as assigned.

F. Employee Engagement

1. Supports in the planning of and/or participation in various employee engagement programs, events and activities, including but not limited to Employee Appreciation Week, Cultural Appreciation Week, Field Day, etc.
2. Coordinates company recognition program (employee of the month, birthdays, anniversaries, etc.).
3. Assists with the organization and distribution of Thanksgiving baskets and Christmas gifts for employees’ children.
4. Participates in the planning and organization of company functions.
5. Orders flowers for appropriate occasions as directed.
6. Exhibits a positive attitude and philosophy consistent with the core values of Ann Storck Center.