POSITION SUMMARY

This position performs key support and administrative duties for the VP of Vocational & Therapeutic Services. This role requires a strong business acumen and professionalism.

ESSENTIAL RESPONSIBILITIES

• Completes a broad variety of administrative tasks including: Managing deadlines, managing an active calendar of appointments, completing expense reports, coordinating the activities of the executive office, composing and preparing confidential correspondence, agendas, making and answering phone calls, and other administrative tasks as assigned.
• Develops presentations, diagrams, or other materials.
• Assist in the development and organization of program policies and procedures.
• Assist with development and preparation of presentations.
• Responsible for correspondence, including letters, memos, meeting minutes, vocational manual updates, grants and the compilation of agency statistical reports as assigned.
• Oversees all the filing for departments under VP.
• Coordinates record retention and destruction.
• Maintain the department's terminated case records; insuring accurate record retention system & process.
• Responsible for all purchase orders, including the ordering, purchasing and distribution of office supplies and scheduling of seminars.
• Responsible for upkeep of the various databases.
• Review monthly/quarterly/yearly reports generated from the database prior to distribution.
• Responsible for maintaining the high risk log/watch list/minimal engagement list.
• Notifies referrals of waitlist and updates them accordingly.
• Contacts PROS participants to remind them of appointments with the doctor.
• Coordinates transportation scheduling as needed
• Submits all insurance prior and concurrent authorizations as needed.
• Responsible for data entry spreadsheet for PROS Billing.
• Register & update all PROS participants in CAIRS system.
• Assist with getting programs onto Foothold.
• Train VTS staff on Foothold.
• Call applicants and prescreen for salary requirements. Schedule interviews for various positions.
• Assist in calling clients to get survey information as needed.
• Registers staff for conferences, webinars, events etc.

Health, Safety, & Compliance

• Maintain a work environment in a clean, organized, and safe manner. Conduct daily inspections of work areas to look for unsafe conditions
• Ensure all accidents are reported to supervisor and Human Resources.
• Use all required safety devices and personal protective equipment. Train staff on all safe operating procedures and on the use of personal protective equipment

Agency Standards

• Demonstrate positive work attitudes and habits. Act as a role model for vocational success for individuals
• Maintain a clean and neat appearance consistent with agency standards and act as a role model
• Attend all required meetings and trainings
• Participate in training programs for professional growth as scheduled and approved
• Responsible for understanding and adhering to Gateway Community Industries' Corporate Compliance Policy and Standards of Conduct as well as all applicable program rules, regulations and policies. Keep abreast of any changes or modifications to policies or regulations.
• Perform other duties as assigned

Education:

• Associate's Degree

Experience:

• Three years' experience in a related field.

REQUIRED SKILLS

• Must have excellent knowledge of Microsoft Office Suite
• Must be able to manage multiple priorities
• Professionalism and ability to handle confidential information with integrity

WORKING CONDITIONS (IF APPLICABLE)

(Please be advised that Gateway adheres to all ADA and DOL regulated laws and practices.)

• Must be able to sit or stand 8 hours per day
• Must be able to lift up to 20 lbs.
• Must be able to bend or kneel occasionally (1-2 times per week, duration 10-15 minutes)

REGULATORY CLEARANCES REQUIRED: Must have a favorable result from all state, federal, and agency mandated background checks

We are an EEO/AA employer.