Staff Care Service Center Administrative Coordinator - Washington, United States - The KonTerra Group

Description

Position:
Staff Care Service Center Administrative Coordinator

Practice:
KT Resilience


Status:
Full Time


Location:
Washington DC

Reports to:
Non-Clinical Program and Service Center Manager

Residency Requirement:
Must be eligible to work in the United States and eligible to obtain Public Trust clearance

Travel:
None required

About Us

The KonTerra Group helps ensure organizations and people addressing the world's most complex problems have what they need to flourish.

We specialize in staff care, organizational resilience, and evaluation services to enhance wellbeing and improve performance for those working in high-stress environments or roles.

Our government, NGO and private sector clients are diligently supported by a team of seasoned professionals who are passionate about the work we do.

The Opportunity

Since 2017, KonTerra has served as the prime contractor managing and delivering USAID's comprehensive staff care and employee assistance program (EAP) services.

The contract includes elements of a traditional EAP, and other interventions related to health and wellness, work-life balance, and critical incident response to address multiple challenges faced by USAID at both the institutional and individual levels.

The program serves over 11,000 USAID employees and their eligible family members across 85 countries and 20 non-country presences. USAID's

Staff Care Program has been recognized by the Office of Personnel Management as a best practice within the federal government and employees regularly rate the program more favorably than employees from other government agencies.

The Staff Care Service Center is a one-stop shop for USAID employees and their family members located in downtown DC.

It is a warm, welcoming space where a range of activities are offered including:
counseling services, Quiet Room for rest and respite, support groups,
work-life and wellness consultations, therapy dogs, resource library, and employee fairs.

The Staff Care Service Center Administrative Coordinator works closely with the Non-Clinical and Service Center Program Manager to support Center activities.

They will join a team of

experienced and committed professionals who are passionate about providing high quality staff care services to the USAID workforce and their family members.

This is a role that currently requires the Staff Care Service Center Coordinator to be in the USAID Staff Care Service Center in downtown Washington DC five days a week during the Center's business hours (9:00 a.m. to 5:00 p.m.).

What You'll Do

As the Staff Care Service Center Administrative Coordinator you are passionate about ensuring that all those that enter the doors of the Service Center have a positive initial experience, that the Service Center administrative needs are met, and that the Service Center team members are supported in their activities.

In this role, you will:

• Under the supervision of the Non-Clinical and Service Center Program Manager, manage the day-to-day operations of the Service Center
• Provide administrative and project management support to Service Center initiatives including:
• Organize travel arrangements
• Prepare and process applicant packets, invoices, and financial reports for the Child Care Subsidy Program
• Liaise with consultants on availability and prepare necessary task orders
• Manage vendor work and relationships
• Organize and maintain program documentation into online filing system
• Process staff and consultant expense reports and invoices
• Monitor select Service Center expenditures
• Monitor and report on Center utilization and service tracking
• Manage and order office supplies
• Support the preparation and production of required reporting such as quarterly report, request logs, end-of-engagement reports
• Receive all incoming Center visitors and program participants and route them to the proper staff person for services

This includes:

• Registration of scheduled counseling clients and assist with new client paperwork as needed.
• Coordinate with on-site therapists to efficiently serve walk-in counseling clients.
• Handle customer inquiries and conduct or contribute to non-clinical intake conversations
• Handle all logistical responsibilities for Service Center meetings and events including drafting agendas, scheduling, issuing of calendar appointments, and similar tasks.
• Support virtual Staff Care trainings on an as-needed basis as a "virtual producer" to manage the technical delivery of sessions.
• Assist with other ad hoc and special projects associated with processes and group performance as needed.

Target Skills Profile

• The position requires three (3) to five (5) years of increasingly responsible, directly related experience
• A Bachelor's Degree in Business Administration or related field or equivalent experience
• A mix of strong interpersonal and administrative skills
• Demonstrated success in developing and maintaining a wide variety of program management systems, such as a program documents filing system, an activities reporting matrix, and a monitoring and evaluation data management system
• Ability to work effectively both independently and with others in a cooperative, empathetic, and collaborative manner to accomplish position functions and participate in team efforts.
• Demonstrated sound judgment with respect to confidential and sensitive information and persuasion in gaining the cooperation of others
• Ability to organize and prioritize work in a dynamic and complex environment to meet deadlines and daily requirements
• Ability to work proactively and develop solutions to work challenges
• Experience coordinating a high volume of logistical details
• Proven track record of providing excellent customer service
• Ability to communicate clearly and effectively, both orally and in writing, with customers, clients, staff, and consultants.
• Ability to quickly learn and utilize technology tools and resources.
• Proficiency in Google Workspace applications, Microsoft Office Suite, travel booking systems, and Zoom.

Your Application Will Stand Out If You Have

• Previous experience working in mental health or employee assistance programs
• Previous experience working on a US Government grant or contract

What We Offer

A full benefits package including medical, dental, vision, 401K, EAP, Paid Family Leave, tax- deferred commuter benefits, generous holiday leave and paid time off - and the opportunity to join a world-class organization that is passionate about helping those who help others.

The actual salary offered for this role will be based on a variety of factors, including location, internal equity and the candidate's qualifications and professional experience.

The pay range for this role allows for the wide variety of factors that are considered in making compensation decisions including, but not limited to skill sets, experience and training, certifications, and other business and organizational needs.

At KonTerra, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case.

A reasonable estimate of the current range is $56,000 to $72,000.

The actual salary offered for this role will be based on a variety of factors, including location, internal equity and the candidate's qualifications and professional experience.

We seek to build an intentional organizational culture that puts in practice our corporate values of trust, balance, inclusion, collaboration, and ingenuity.

The KonTerra Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.