Administrative Assistant Regional Operations

Majority Women Employee-Owned. Empowered by Everyone to Transform Lives.

Are you someone who is passionate about making a difference in the lives of others? Do you enjoy caring for and mentoring others with disabilities?

MyPath and its Operating Companies provide specialized services and dignified care for children, adolescents and adults with special needs. Our companies provide a spectrum of services and support which promote the ability of those we serve to live as independently as possible in the community.

Overview

The Administrative Assistant (AA) provides administrative, non-client care-related support to assigned regions through a combination of traditional (limited reception, managing mail and deliveries, filing, external facing communication) and non-traditional administrative work. This includes but is not limited to: ordering supplies, maintaining accurate file and record retention systems, arranging for routine and non-routine maintenance for the programs, providing general technical assistance with office equipment, and general office management.

This role serves as a key support position for regional program operations and the people who deliver program services, helping ensure compliance with company policies, contractual obligations, licensing standards, workforce management processes, and promotes a high-quality client and employee owner experience.

This role is located in the Brookfield office, first shift.

ESSENTIAL FUNCTIONS

• Maintains a work schedule that meets the needs of assigned region(s) and that aligns with the standard job structure outlined and shared during the interview process. A signed copy will be maintained in the personnel file. Works pre-approved overtime as needed.

• Manages daily schedule effectively and efficiently. Prioritizes urgent needs and satisfies all routine work through applying exceptional organizational skills and knowledge of the role and the intersect with business needs.

• Develop, maintain, and improve administrative processes and workflows for assigned operations. Recommend process improvements that enhance administrative efficiency and operational effectiveness that are outside the authority of the Administrative Assistant and require approval to adjust.

• Prepare and distribute reports, correspondence, and other business-related materials.

• Manage mail distribution, deliveries, office supplies, communications and provide technical support assistance as needed.

• Maintain organized and compliant file management and record retention systems as assigned.

• Coordinate annual outreach activities which could include satisfaction surveys, admission forms, employee vehicle insurance verification, and more, as assigned.

• Maintain intranet site and document storage for assigned operations to ensure information remains current, organized, and accessible.

• Track, schedule, and upload program required documentation and recurring records in accordance with company, licensing, and funding-source requirements.

• Manage regional/area office and grounds including office assignments, meeting spaces, overall appearance, and the people dynamics that occur in a shared space. Arranges for routine weekly and longer term maintenance of the property and office equipment. Stocks office supplies and maintains confidential storage space for filing and other valuables.

• Identify cost-effective purchasing options and maintain strong working relationships with preferred vendors.
Ensure purchasing and approval processes align with company policies and procedures.

• Coordinate and/or complete assigned program and office maintenance requests, capital improvements, and large-spending projects, including vendor and program staff communication, scheduling, tracking, and completion oversight.

• Manage vendor invoices and payments and process expense reports within required time frames.

• Support financial recordkeeping activities, including assigned client financial account tasks and audits of Funds and Valuables account records.

• Assist leadership teams with regional and multi-region administrative projects as requested.

• All work assigned will be completed within determined timelines…