Administrative Support Coordinator - Robbinsville, United States - EDEN AUTISM SERVICES

Description

Job Description

Company Overview

Headquartered in Princeton, NJ, Eden is a community-services provider and not-for-profit organization, serving children and adults with autism for over 40 years. Founded in 1975, Eden began as a small, family-oriented school for individuals with autism and today offers classes from pre-K through age 21. In addition, Eden provides services for adults with autism including residential and employment programs, as well as providing clinical and training support for families and professionals.

INTRODUCTION

We have an exciting career opportunity for an Administrative Support Coordinator who will provide administrative support to Adult Services, including assisting with the day-to-day operations of the Day, Employment, and Residential programs. The Administrative Support Coordinator will also handle interdepartmental coordination and assist with special projects, as well as liaise with other administrative staff within the organization while maintaining collaborative relationships with colleagues, stakeholders, and external vendors/contacts. In addition, this position will provide administrative support to HR and Training.

PRIMARY RESPONSIBILITIES

General Administrative Responsibilities

• Greet visitors and receive/direct telephone inquiries for Adult Services programs.
• Assist with ordering supplies for Residential staff, ensuring best pricing to minimize costs.
• Deliver and distribute interoffice mail to four Eden locations, as necessary.
• Creation of annual Adult Services fiscal-year calendar and Residential Red-Bue shift calendar.
• Monitor Adult Services fax as needed.
• Complete monthly expense reporting.
• Monitor daily mail including post office as needed; maintain mail station/mailboxes at Crossroads, ensuring names are kept up to date as required.
• Assist with annual Retail Food License Renewal.

File Maintenance

• Maintain Adult Services Residential and Day program supervisors and locations master list; update and distribute as needed.
• Maintain weekly Adult Services Substitute Hours Worked reporting according to current criteria; submit to Directors and HR for review.
• Maintain confidential database of approved guardians.
• Update, distribute and collect annual forms from Adult Services families as directed from leadership.
• Create annual Adult Services Directory, ensure all content is updated based on annual forms; distribute to families and staff.
• Send residential progress reports to required parties as needed.
• Maintain Adult Services Parent Email Groups through current email provider.
• Maintain other correspondence and provide support as directed by leadership (i.e. clinics, etc.)

NJ Child and Adult Care Food Program (CACFP)

• Complete and submit annual application for program renewal, including updating all required documentation and forms.
• Assist with budget collaboration and creation.
• Administer and maintain eligibility applications for those participating in the CACFP.
• Monitor, maintain and adjust Eden Autism's current CACFP Standard Operating Procedures as needed, including but not limited to:
  1. Weekly menu and receipt approval and maintenance.
  2. Monthly reimbursement submission and reporting (attendance and lunch count data).
  3. Create and execute annual monitoring schedule and conduct reviews to ensure adherence.
  4. Administer annual training and update ad-hoc CACFP training of staff as needed based on current CACFP guidelines.
  5. Create/maintain training modules through different blended formats for ongoing CACFP refresher training.
  6. Complete a minimum of 12 hours of professional development training as outlined in the current CACFP Guidelines – i.e. annual Food Conference.
  7. Maintain CACFP bulletin boards as per CACFP guidelines
• Submit and maintain applications for each participating individual.
• Create a monitoring schedule and conduct three (3) observations per year at each licensed facility with written report submitted online.

Training Coordination and Support

• Coordinate and monitor Entry Level Training (ELT) across each cycle including the following:
  1. Maintain current ELT Rosters as per HR notification; update with changes as needed.
  2. Room reservation and set-up
  3. Create/send calendar invites as needed.
  4. Create and monitor training materials; update as needed.
  5. Greet new hires.
  6. Print daily rosters for trainers.
  7. Coordinate/confirm daily attendance with trainers and HR.
  8. Send weekly attendance roster to HR/Payroll.
  9. Assist HR with onboarding documentation as needed.
• Coordinate in-house training for CPR/First Aid; maintain database as required.
• Assign DDD Modules through the College of Direct Support as directed for existing staff.
• Assist in coordinating required training for Adult Services substitutes as needed.
• Provide administrative support for 'all day' staff training as needed.

Special Projects Administration

As directed from leadership and/or departmental needs, special projects may include, but are not limited to:

• Ad-Hoc document creation, updating, administration, and monitoring.
• Conversion/branding of older documents per departmental needs.
• Conversion of documents into an electronic format for distribution.

POSITION REQUIREMENTS

Education: High School diploma or equivalent, associate degree preferred.

Experience: 2+ years' administrative support experience; experience working with individuals with developmental disabilities a plus.

Required Training: completion of NJ Dept of Agriculture training on nutrition, documentation, and monitoring for the Child and Adult Care Food Program.

Specialized Skills and Knowledge

• Excellent communication skills: both written and verbal.
• Excellent organizational and follow up skills; detail-oriented and ability to prioritize and multitask.
• Self-starter; solid decision-making and problem-solving capabilities.
• Intermediate to advanced proficiency in MS Office
  1. Excel – tables, mail merge, pivot tables and formulas
  2. Word – including tables, i.e., add or removed columns, cell formation, bulleting, mail merge and copy and pasting table data in specific formats, templates.
  3. PowerPoint – editing, print to pdf in different output formats.
  4. Adobe - combining files, extracting files, exporting PDFs to different formats editing PDFs.
  5. Teams
• Intermediate to advanced proficiency with DocuSign
• Knowledge of general office equipment, including but not limited to:
  1. Print/Scan/Copy /Fax
  2. Digital Mail Station with scales and knowledge of mail sending guidelines.
• Demonstrated ability to maintain confidentiality and use good judgment in making independent decisions with a high degree of tact and diplomacy.
• Flexibility to work earlier work hours for special activities and events, as needed.

Employee Benefits

Eden offers a comprehensive salary and well-rounded benefits package including medical and dental, life insurance, disability insurance, retirement savings, paid time off, and more.

Background Check

The qualified candidate must successfully complete a background check, including criminal check and fingerprinting, mandatory drug testing, motor vehicle check, reference checks, and completion of a medical/ health physical and Mantoux test.

Required: Resume

Eden is an Equal Opportunity Employer