Program & Administrative Assistant

Chapel Haven Schleifer Center is an award-winning nonprofit devoted to empowering adults with disabilities to live independent and self-determined loves. In 2022, we celebrated 50 years of excellence in the field of disabilities! We are dedicated to building a diverse, inclusive, and authentic workplace. If you share our core values of dynamic diversity, caring collaboration, individual integrity and community connection, we want to hear from you!

Why consider a career at CHSC?

• We offer a full benefit package, including paid time off and tuition reimbursement.
• A culture committed to community and compassion.
• A friendly and caring environment that is professional but warm, with room to advance.
• Staff longevity – 50% of our staff have been with us 5+ years, many of whom started in entry-level roles that have developed into fulfilling careers lasting 10+ years.
• The opportunity to do meaningful work that enriches the lives of others.

GENERAL DESCRIPTION OF POSITION:

CareerAbility at Chapel Haven Schleifer Center, Inc. was founded to meet a vital element of Chapel Haven’s mission: meaningful employment for the individuals we serve. The CareerAbility department consists of multiple branches including administration, community life program, career development services, work-based learning and training, placement services, and employment programs.

CareerAbility’s Program and Administrative Assistant supports each branch of the department. This professional is highly organized and understands the processes of each program. As a Program & Administrative Assistant, this person will be a master scheduler with the responsibility of ensuring that various processes and timelines for the entire CareerAbility department are followed closely to ensure the most efficient services possible. This role works alone and as a key member of a team, communicating professionally with team members across the company and to external stakeholders. Primary responsibilities are to support CareerAbility management with operational day-to-day duties including but not limited to scheduling, programs, and administrative tasks. This person may perform ad-hoc projects for and support organization initiatives.

Experience and Qualifications:

• Must have excellent proficiency in Microsoft tools including Outlook, PowerPoint, Word, Excel, as well as Google Docs/Drive. Familiarity with case management software such as SetWorks is helpful.
• Associate degree in a business or related field; Bachelor’s degree preferred. Successful experience with strong professional references can be considered in lieu of education.
• One year of experience as an Administrative Assistant (preferred).
• Organized, detail oriented, shows initiative, and follows-through. Able to work on multiple projects at a time and produce in a fast paced, team-oriented environment.
• Excellent oral and written communication skills; strong interpersonal and customer service skills.
• Valid Connecticut driver’s license. Daily access to personal vehicle with valid motor vehicle insurance. Willingness to transport students/individuals in personal and/or company vehicle required.

ESSENTIAL RESPONSIBILITIES OF POSITION:

• Program Support:
  • Assists CareerAbility management with varied tasks related to the CareerAbility department and its programs, meetings, and projects.
  • Responds to internal and external inquiries regarding services, with training.
  • Assists with program and operational tasks.
  • Provides staff coverage for on-site support to students/individuals as needed (job coaching, instruction, transportation, document assistance, etc.). Flexible hours as needed for this task.
  • Serves as point of contact for on-site interns.
  • Provides information and overviews regarding CareerAbility programs to stakeholders as initial point of contact. May include open houses, events, and marketing support (flexible hours as needed for this task). Directs interested parties to proper point of contact.
• Scheduling:
  • Manages various CareerAbility staff & student schedules, and departments’ transportation schedule.
  • Maintains report calendars to ensure that sites are fully staffed and that reports, and related documentation are accurate and timely.
  • Acts as point of contact for department staff call-outs and works to resolve scheduling issues, including offering coverage as needed.
  • Ensures that employees receive schedules in a timely manner and that hours for students/individuals and staff are properly recorded.

Administrative Support:

• Provides support to CareerAbility management, preserving the confidential nature of items of which they have knowledge.
• Maintains the department’s student/individual files and supply inventory. Routinely performs filing, scanning, data entry, answers phones, copying, faxing, mail, and other general office duties as assigned.
• Demonstrates superior customer service skills when answering phones and greeting visitors/staff.
• Reconciles billing/receipts, inventory, and prepares purchase order requests.
• Creates internal/external correspondence and documents using apps within Microsoft and Google drive.
• Coordinates and communicates meetings, minutes, and assists in preparation of weekly, monthly, or quarterly reports. Must know Excel.
• Documents key information into database and spreadsheets. Compiles student data, tracks and monitors data using database – must have familiarity with Excel functions, formulas, and charts.

Do not meet every single requirement? Studies have shown that women, LGBTQ+, and people of color are less likely to apply to jobs unless they meet every single qualification. If you are excited about this role but your experience does not align perfectly, we encourage you to apply. You may be just the right candidate for this or other roles.