Residential Administrative Coordinator

Living Resources • United States, United States • 3w ago

Albany

Description

Living Resources is a non-profit human services agency. Our core purpose is to support and empower individuals with disabilities or other life-challenging conditions to live with dignity, independence, and happiness.

Living Resources works with, and for, families by providing peace of mind. All employees are to be respectful and supportive of families. We are working with them as partners, providing care and services.

To work for Living Resources is to make a difference in the lives of others. Living Resources provides individuals with disabilities and special needs the support they need to thrive and lead active, full lives. For many Living Resources employees, their work becomes an experience where they find fulfillment and develop both personally and professionally.

The Administrative Assistant of Residential provides comprehensive administrative and operational support to the Residential Assistant Directors, Deputy Director, and Director. This position is responsible for maintaining departmental records and documentation, supporting regulatory compliance, writing standard operating procedures, coordinating departmental meetings, interviews, and trainings, brainstorming and facilitating teambuilding activities, preparing reports and other administrative documents, and managing day-to-day administrative functions that support the efficient operation of the Residential Department.

Provides administrative support to the Residential Leadership Team by managing daily office operations, responding to inquiries, answering phones, greeting visitors, and ensuring timely and professional communication.

Coordinates calendars for Residential Leadership by scheduling meetings, interviews, trainings, and other appointments while managing invitations, reminders, and schedule changes.

Prepares meeting agendas, assemble supporting materials, document meeting minutes distribute follow-up communications, and track action items to ensure timely completion.

Drafts, proofread, format, and distribute correspondence, reports, presentations, Standard Operating Procedures (SOPs), forms, and other departmental documents while ensuring accuracy and consistency.

Maintains departmental records by organizing electronic and paper files, managing SharePoint document libraries, and tracking required document submissions to support compliance, audits, and record retention.

Develops, maintains, and updates Excel spreadsheets, databases, dashboards, and tracking tools while compiling departmental data and preparing reports for leadership.

Coordinates departmental trainings by scheduling sessions with the Training Department, Human Resources, and other internal stakeholders as needed.

Manages departmental communications by maintaining Outlook distribution lists, sending recurring reminders, coordinating announcements, and serving as a point of contact for administrative inquiries.

Performs office management functions by ordering office supplies, coordinating technical support requests, maintaining office equipment, sorting and distributing mail, processing purchase requisitions, and updating departmental organizational charts.

Assists with planning and coordinating department meetings, employee engagement activities, recognition events, and team-building initiatives to promote collaboration and employee morale.

Supports departmental projects and operational initiatives by researching information, developing tracking tools, monitoring project timelines, and assisting leadership with process improvement efforts.

Performs other administrative and operational duties as assigned while maintaining confidentiality, professionalism, and compliance with agency policies, procedures, and regulatory requirements.

Requirements

High school diploma or equivalent required.

Valid New York State driver's license and reliable transportation required.

Minimum of two years of administrative support or related experience.

Excellent written, verbal, and interpersonal communication skills.

Proficiency with Microsoft 365 applications, including Word, Excel, Outlook, SharePoint, and Teams.

Strong organizational skills with the ability to prioritize tasks, manage multiple deadlines, and maintain accurate records. ·

Ability to handle confidential information with professionalism, discretion, and sound judgment.

Experience creating and maintaining reports, spreadsheets, databases, or tracking systems.

Experience coordinating meetings, trainings, interviews, or cross-departmental projects.

Preferred Qualifications/Skills:

Experience working with people with developmental disabilities

Experience developing or maintaining Standard Operating Procedures (SOPs) or other process documentation

Benefits

We offer great benefits including Paid Training, Health, Dental & Vision Insurance, Payment in Lieu of Health Insurance, Tuition Assistance, and Retirement Programs!

There are also opportunities to advance within our agency!

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