Assistant to the Director, Chief of Staff and Clinical Director
Consultants for Children, Inc., United States

When this position is done well, the three individuals in the various positions will be relieved of technical activities being completed accurately and timely which allows the highest staff of the agency to focus more on their responsibilities. This is a very fast-moving position with every day looking different, priorities constantly changing, and many competing responsibilities needing clear understanding of the agency goals, department goals and needs of the individual staff you are assisting. There will be a constant focus on automating, delegating, improving and being cost effective with solutions creating constant room for improvement within the position.

Assistant Duties/Responsibilities/Tasks include, but not limited to:

• Information Technology Support
  • Manage users of programs, website passwords, and workstations for staff to have smooth working experience while working remotely or on-site at various offices.
  • Ensure Human Resources policies are followed in alignment with HIPAA expectations for passwords and access for new and existing staff members.
  • iPad management and technical support to staff when apps or other things are needed to provide a smooth experience for staff.
  • Immediately respond to emergency situations including creating Out-of-the-Office auto-responders for staff, covering for people until they can return or give direction or transfer of responsibility to someone else, or other solution to be determined at the time of the emergency. This will require a high level of access to emails, confidentiality about the situation and teamwork to ensure no disruption of care to our clients.
• Schedule Management of Directors
  • Schedule and invite others to appointments with the Directors of the agency.
  • Schedule team members and make travel arrangements for upcoming conferences and ensure attendance of these as well as follow-up to disseminate information to additional team members who did not attend.
  • Create and provide agendas in advance of meetings for Directors in advance of the participants of the meetings to be sure everyone is prepared in advance.
• Email Delegation and Response of Directors
  • Review emails coming in for Director, Clinical Director and Chief of Staff. Respond to items that are easily addressed, forward items that need to go to other staff internally and alert staff to what they need to know came in and what they need to focus on as a priority.
• Administrative Assistant Duties
  • Take meeting minutes and create follow up appointments and track action items in PerformYard.
  • Process mail, scan and forward mail to the correct individual.
• Location Management
  • Manage lease renewals, insurance, landlord communications, sub-tenant communications, rents are paid
  • Manage sub-contractors, cleaning people and repairs including researching, obtaining bids and W-4s, scheduling, access to buildings, and payment for services rendered.
  • Ensure utilities are paid and at the level needed for smooth operations at each location.
  • Ensure vehicle insurance is up-to-date for staff who drive with the agency including removing individuals when they no longer drive clients.
  • Assist with providing each location and employee with the administrative support to get signage, flyers, business cards, etc. while working with the Marketing Manager to ensure consistency between locations and meet individual needs of locations while containing costs for the agency.
• Staff Qualifications Management
  • Assist with Clinical Director and BCBAs to ensure timely credentialing of clinical staff
• Membership and Community Relationship Management:
  • Identify relationships important to the agency community involvement and work with Marketing Manager and Branch Managers to expand on those relationships, possibly reminding folks to engage and expand those relationships.
  • Attend conferences and community events to engage community partners, learn relevant information about our field, prepare for changes that are coming and to then disseminate information to the agency as appropriate.
  • Keep an eye out for resources for clients, employees and the agency in regards to funding sources, grants, ways to reduce costs, or other needs possibly identified as needs.
• Employee Relationships:
  • Sit in on interviews for administrative staff to answer questions the Recruiter may be less qualified to answer. s.
  • Assist in the termination process of staff
  • Be a contact for volunteers to answer questions and ensure they have a great experience with us. Organize donations to be distrib

Job Rewards and Benefits