CCS Administrative Assistant II
SCI Summary: SCI supports people with disabilities, behavioral challenges, medically complex needs, transitioning youth, the elderly, and other populations using Maryland Department of Health's Targeted Case Management and Supports Planning work models as well as a concierge level geriatric care management and care partner model.
Position Summary: The CCS Administrative Assistant II performs high-level administrative support activities for the Coordinator of Community Services Program to facilitate the efficient operation of the program. The CCS Administrative Assistant II provides administrative and operational support to the CCS Program. The CCS Administrative Assistant II ensures HIPAA compliance, confidentiality, and security requirements. The CCS Administrative Assistant II will provide clerical, administrative, and customer service support including, but not limited to, reporting and data analysis, and sending correspondence, maintaining office files, managing schedules, creating meeting agendas, facilitate meetings and in accordance with effective meetings SOP, prepare and distribute meeting minutes.
SCI Team Member Expectations: All SCI team members are expected to: Ensure services provided follow the organization's mission statement, core operating values and policies and procedures, follow HIPAA, confidentiality and security procedures and principles; collaborate with peers, leadership, and support areas of the organization; actively participate in and contribute to leadership and other staff meetings and trainings; maintains compliance with federal, state, and local employment laws and regulations; follow self-direction and person-centered planning procedures and philosophy; and to foster a culture that values diversity.
Essential Duties:
· High-level administrative support to the CCS Program through the direction of the Vice President of CCS Program Manager.
· Produce reports, presentations, and analyze programmatic data for CCS Leadership.
· Complete cross training across all CCS Administrative II positions to ensure program needs are met.
· Create and manage detailed spreadsheets and tracking reports with information from multiple systems/sources.
· Analyze and summarize data using advanced Excel functions such as v-lookup, pivot tables, data analysis, formulas, chart tables.
· Coordinate and prepare agency data, by conducting research, gathering information, compiling, and consolidating information.
· Develop communication and distribute required reports for the agency in a concise and timely manner.
· Provide guidance and training to CCS Administrative I positions as necessary.
· Review, edit, proof and format documents and develop departmental procedures.
· Provide back up support to admin team members through assigned duties such as, but not limited to monitoring and process work sent to the "Work To Be Done" email box, process faxes as needed for mobile workers, process crucial documentation for the people we support.
· Provide excellent customer service to internal and external stakeholders in a manner that represents SCI.
· Manage scheduling, create meeting agendas and minutes, and facilitate meetings.
· Learn, understand, and access all of SCI's internal and external systems.
· Coordinate and collaborate with all of SCI's stakeholders.
· Complete special Projects as required.
· Other tasks and duties as assigned.
Supervisory Duties:
· None
Education Required:
· Associate degree in business related field; bachelor's preferred
· High school diploma or GED with 7+ years' administrative experience will be considered in lieu of degree
Experience Required:
· 2-5 years' administrative experience with bachelor's degree
· 3 -7 years' administrative experience with associate degree
· Intermediate level Microsoft Office 365 (Word, Excel, SharePoint, Teams, Outlook, PowerPoint, Forms, etc.)
· Procedure Development
SCI Value Related Competencies:
· People Come First (Customer Focus): Thinks and acts with people we support in mind when making decisions. Dedicated to meeting the expectations and requirements of internal and external shareholders, uses information and feedback to improve services.
· Building Relationships and Connections: Interpersonal savvy. Relates to all kinds of people. Builds appropriate rapport, uses diplomacy and tact, diffuses high-tension situations comfortably. Establishes and maintains meaningful connections within the community and the organization (internal and external stakeholders)
· Education (Informing Others): Quickly finds common ground to solve problems. Is seen as a cooperative team player. Provides coaching and mentoring to team members. Consistent communicator provides team members with the tools they need to perform their jobs in a timely manner. Explores all available options to make the best decision for internal and external holders
· Diversity: Values, appreciates and honors the ways in which cultural differences can create value in organizations. Is service oriented: Demonstrates a commitment to the philosophies for services and the goal of independence for the people we serve. Raises awareness in communities to appreciate the similarities and unique gifts of each person. Interacts with all kinds of team members equitably, deals effectively with all races, nationalities, cultures, disabilities, ages, and genders, supports equal and fair treatment and opportunity for all.
· Driving Solutions (Perseverance): Pursues all initiatives with energy, drive, and the goal to succeed.
Job-Specific Competencies:
· Action Oriented: Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm
· Balances Stakeholders: Anticipating and balancing the needs of multiple stakeholders
· Being Resilient: Rebounding from setbacks and adversity when facing difficult situations
· Collaborates: Building partnerships and working collaboratively with others to meet shared objectives
· Communicates Effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
· Drives Results: Consistently achieving results, even under tough circumstances
· Ensures Accountability: Holding self and others accountable to meet commitments
· Situational Adaptability: Adapting approach and demeanor in real time to match the shifting demands of different situations
· Manages Ambiguity: Operating effectively, even when things are not certain or the way forward is not clear
· Nimble Learning: Actively learning through experimentation when tackling new problems, using both successes and failures as learning fodder
· Optimizes Work Processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement
· Tech Savvy: Anticipating and adopting innovations in business - building digital and technology applications
· Plans and Aligns: Planning and prioritizing work to meet commitments aligned with organizational goals
· Cultivates Innovation: Creating new and better ways for the organization to be successful
· Courage: Stepping up to address difficult issues, saying what needs to be said
· Instills Trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity
· Interpersonal Savvy: Relating openly and comfortably with diverse groups of people
Physical Demands: Generally, presents standard office environment. Must be able to remain in a stationary position >95% of the time. Continually operates a computer, keyboard and mouse, and other office productivity machinery, such as a calculator, copy machine, printer, and mobile Smartphone device. Constantly positions self to comfortably maintain computer equipment. May occasionally be required to move about in an office setting or position office equipment weighing between 10-25 pounds. Vision abilities required by this job include close vision. Ability to operate a motor vehicle. The person in this position frequently communicates with other people. Must be able to exchange accurate information in these situations.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job. This job description is subject to change at any time.
Disclaimer: The recruitment process is approved by Service Coordination Inc.’s Recruitment Committee and subject to change based on business needs.
In recognition of the continuing COVID-19 pandemic, Service Coordination Inc (SCI) is committed to maintaining a safe and healthy workplace. Because of this, SCI is requiring all new hires to be fully vaccinated. New hires will be required to provide proof of vaccination status as part of the on-boarding process. SCI provides reasonable accommodations, absent undue hardship, for medical reasons under ADA and for employees with sincerely held religious beliefs, observances, or practices that conflict with getting vaccinated. You may request reasonable accommodation or other exemption to Sonji Ashford at [email protected].
Service Coordination is an equal opportunity employer and committed to the full inclusion of all qualified individuals. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, hair texture or protected hairstyle, veteran status, or genetic information. Service Coordination is also committed to providing equal opportunity and access to individuals with disabilities by ensuring reasonable accommodations are provided to participants in the job application or interview process. To request a reasonable accommodation, contact Kathryn Eckert at [email protected] or 410-218-5581.
SCI does not sponsor for immigration, including for H-1B, TN, and other non-immigrant visas, for this role.