Executive Assistant (Supporting Executive Director)

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The Executive Assistant provides Administrative support to the Executive Director and supports the overall operation of the organization.

Duties Include:

Builds organizational capacity and infrastructure to support human resources, facilities maintenance and repair, vendor relations, administration and records maintenance, administration, outreach and program development

Ensures effective communication of critical information to key internal and external stakeholders including arranging meetings and events, receiving visitors and coordinating project based work

Provides regular reports to the Executive Director on key objectives

Performs Human Resource functions such as reporting workplace injuries, assisting the Executive Director with staff corrective actions, benefits, insurance and employee wellness

Provides periodic administrative support to the Board of Directors, Chief Executive Officer, Compliance Manager, Contractors and other personnel as appropriate

Assists Compliance with revising operating policies and procedures related to key functions

Designs and maintain databases; conducts research, collects and analyzes data to prepare reports and other documentation for funders and accrediting organizations

Provides for the onboarding of new staff and works collaboratively with the Executive Director and Case Manager to ensure the intake and support services (SSA, DMV, Transcripts, School Enrollment, Birth Certificates, Guardian/Parental Packet Notifications, etc.) of new residents is in compliance with Title 22 and other regulations

In collaboration with the Compliance Manager develops and implements strategic and operational plans that address administrative tasks

Oversees the monitoring of personnel and client records for compliance with regulatory, statutory, and contracting requirements and standards (establishes staff and resident files, files documents, etc.)

Provides support services for residents' legal documentation, mental health, therapeutic services, etc.

Participates in the Annual Self-Assessment of the organization and its programs; ensures documentation, authorizations, and consents are current and accurate.

Works with Facility Managers to ensure the facility is in compliance with Title 22 and other statutes

Oversees the initial safety orientation of all staff; coordinates quarterly safety trainings

Assists with the Emergency Disaster protocols for staff and residents

Order supplies and assists with equipment maintenance of physical plant

Partners with outreach activities to key external stakeholders

Collects data about residents annually

Manages the yearly training schedule of staff; documents all staff training; coordinates continuing education

Makes recommendations for Quality Improvement

Assists in the dissemination and analysis of satisfaction surveys targeting staff, residents, Board Members, internal and external stakeholders

Partners in the Review of the Illness and Injury Prevention Plan annually and assists with updates as needed

Assists with internal controls to reduce risks associated with residents and staff

Assists with the initial orientation of staff; documents staff and resident training

Ensures the organization meets Title 17, labor and other regulations with regard to recordkeeping and certifications

Performs all other duties as necessary for the good of the agency as directed by supervisor.

QUALIFICATIONS

At least 4-5 years of managerial and or administrative experience, bachelors degree a plus

Is able to pass a background check and has fingerprint clearances

Excellent interpersonal, written and oral communication skills that are effective with diverse stakeholders

Experience managing complex, multiple projects

Intermediate skill level with Microsoft Office (Word, Excel, PowerPoint)

Basic writing, reading and arithmetic skills

Organizational, planning, information, problem solving skills, as well as fundamental knowledge of administrative processes

Good critical thinking skills, initiative and attention to detail

Ability to multi-task and wear multiple hats when needed

Evidences of good leadership, team-building skills with an ability to support and partner with staff

Able to represent GNBYS in a professional manner at all times

Has current TB Clearance, certifications in First Aid/CPR, Valid California Drivers license, clean DMV printout and current registration and insurance

Ability to work as part of a multidisciplinary team

Ability and willingness to work independently in the office and in the community.

Respects the cultural and logistic values of internal and external stakeholders including residents, their Circle of Support members, probation staff and community collaborators

Job Type: Part-time

Pay: $24.00 - $29.00 per hour

Expected hours: 20 per week

Benefits:

• Paid time off
• Tuition reimbursement

Schedule:

• 4 hour shift
• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Computer Skills: 3 years (Preferred)
• supporting leadership or management: 2 years (Preferred)
• Administrative: 5 years (Preferred)

Work Location: In person