Office and Program Coordinator
1 month ago
Olney
Job Description:\n\nDescription: At Caritas we believe every life deserves LOVE! If you agree, then please consider joining our team!! Caritas Family Solutions is seeking an energetic, dependable, detailed oriented Office and Program Coordinator to serve at our Senior Assisted Living Center at Fox River. This position is perfect for office professionals who are highly organized and value being part of a great team. Most importantly, the work you’ll do helps enrich the lives of our WONDERFUL residents as they enjoy their golden years! If you’re ready to make a positive impact in the lives of seniors, please apply today!!! At Caritas, we know we’re competing with other employers for your services, and we want to win! It is our goal to offer competitive compensation and affordable benefits to all eligible employees. Caritas currently offers the following benefits to full-time employees: · 403 B Retirement Plan (5% Employer Match) · Generous Paid Time Off · Health, Dental and Vision Insurance Coverage · 12 Employer Paid State & Federal Holidays · Telehealth Services · Employer Paid Life Insurance · Health Saving Account · Employer Paid Short- & Long-Term Disability · Tuition Assistance Program · Real Work/Life Balance PURPOSE: The Office Program Coordinator provides clerical, program and administrative support for staff at Fox River Apartments (Senior Assisted Living). This position also provides recreational instruction for the residents of Fox River Apartments. This position will also provide part-time support for the kitchen. REPORTING STRUCTURE: Refer to the updated organizational chart for reporting structure and responsibilities. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. · Resource management, computer, record keeping, interpersonal, decision making, and verbal and written communication skills. Adaptability and strong organization and time management skills. · Planning and facilitating daily, weekly, and monthly activity calendars to encourage socialization, relaxation, spiritual wellbeing, and recreation. · Run resident council and activity committee monthly and record meeting minutes. · Oversee staff to ensure task are being completed in an efficient and timely manner · Handling logistics to make the event possible, such as making phone calls, advertising, managing inventory and budgets, training and motivating volunteers or employees, and coordinating transportation. Driving the bus to activity outings. · Performs the miscellaneous office procedures required to maintain functioning and efficient department. · Processes incoming telephone calls and walk-in clients in a courteous and professional manner. Refers contacts to appropriate staff based on the needs of each. Generally, promotes good public relations and maintains good rapport with all stakeholders. · Flexibility to work when needed, especially evenings, weekends, or early mornings. Rotating on-call shift weekly. · Maintains accurate filing system in accordance with office and departmental policies and procedures. · Typing, formatting, updating, and proofreading documents including reports, client files, etc. · Observe, receive, and obtain new ideas on new activities for our residents. · Maintaining all bus records and responsible for insuring compliance · Read menu and prepare food accordingly · Plan and prep for the following day’s menu · Ensure cleanliness of self and work area at all times · Willing and able to complete food safety training program · Willing to work every other weekend as relief for the kitchen manager SUPERVISORY DUTIES, RESPONSIBILITIES AND ACTIVITIES: YesRequirements: QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE REQUIRED/PREFERRED Degree/Field Required: High school diploma (Related fields will be considered.) Degree/Field Preferred: Associates Degree (Related fields will be considered.) Additional Fields of Knowledge Important for the Role: Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources. Administrative — Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology. Communications and Media — Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media. Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming. Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Education and Training — Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects. English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Food Production — Knowledge of techniques and equipment for planting, growing, and harvesting food products (both plant and animal) for consumption, including storage/handling techniques. Mathematics — Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications. Public Safety and Security — Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions. Experience Required: Minimum 1-2 years experience in related field, preferably in non-profit setting (Can be interchanged with equivalent experience from an advanced degree related to this job and/or with other relevant experience verified by applicant/incumbent). Licenses/Certifications Required: N/A Licenses/Certifications Preferred: N/A SKILLS REQUIRED Manager-specific: Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors. Basic: Active Learning — Understand the implications of new information for both current and future problem-solving and decision-making. Active Listening — Give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Critical Thinking — Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. Learning Strategies — Select and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things. Mathematics — Use mathematics to solve problems. Monitoring — Monitor/Assess performance of yourself, other individuals, or organizations to make improvements or take corrective action. Reading Comprehension — Understand written sentences and paragraphs in work-related documents. Science — Use scientific rules and methods to solve problems. Speaking — Talk to others to convey information effectively. Writing — Communicate effectively in writing as appropriate for the needs of the audience. Language — Able to read and write in English. Social: Coordination — Adjust actions in relation to others' actions. Instructing — Teach others how to do something. Negotiation — Bring others together and trying to reconcile differences. Persuasion — Persuade others to change their minds or behavior. Service Orientation — Look for ways to help people. Social Perceptiveness — Be aware of others' reactions and understanding why they react as they do. Problem Solving/Decision-making: Complex Problem Solving — Identify complex problems and review related information to develop and evaluate options and implement solutions. Time pressure decision-making — Make decisions without much analysis or time to consider alternatives. Time pressure planning — Plan and be responsible for regularly meeting strict deadlines. Judgment and Decision Making — Consider the relative costs and benefits of potential actions to choose the most appropriate one ensuring that decisions made have an impact on others, the image/reputation of Caritas, and/or the financial resources. Systems Analysis — Determine how a system should work and how changes in conditions, operations, and the environment will affect outcomes. Systems Evaluation — Identify measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system. Resource Management: Management of Material Resources — Obtain and see to the appropriate use of equipment, facilities, and materials needed to do certain work. Management of Personnel Resources — Motivate, develop, and direct people as they work, identifying the best people for the job. Personal Time Management — Manage one's own time and the time of others. Technical: Operations Monitoring — Watch gauges, dials, or other indicators to make sure a machine is working properly. Proficient Computer Skills In: Excel Outlook PowerPoint Publisher Word Database Management Software Social Media Platforms Expert Computer Skills In: Excel Outlook PowerPoint Publisher Word Database Management Software Social Media Platforms MENTAL EFFORT/COGNITIVE ABILITIES REQUIRED: Concentration/intensity — Focus on higher order mental functions at average to high intensity when performing the majority of job tasks. Have limited opportunities for breaks. Deductive Reasoning — Apply general rules to specific problems to produce answers that make sense. Fluency of Ideas — Come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity). Inductive Reasoning — Combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events). Information Ordering — Arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations). Mathematical Reasoning — Choose the right mathematical methods or formulas to solve a problem. Memory — Remember information such as words, numbers, pictures, and procedures. Performance of job tasks rely on memorization of tasks or sequences of events. Consider amount and type of information. Number Facility — Add, subtract, multiply, or divide quickly and correctly. Oral Comprehension — Listen to and understand information and ideas presented through spoken words and sentences. Oral Expression — Communicate information and ideas in speaking so others will understand. Perceptual Speed — Quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object. Problem Sensitivity — Tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing that there is a problem. Selective Attention — Concentrate on a task over a period of time without being distracted. Speed of Closure — Quickly make sense of, combine, and organize information into meaningful patterns. Written Comprehension — Read and understand information and ideas presented in writing. Written Expression — Communicate information and ideas in writing so others will understand. PHYSICAL REQUIREMENTS: Light work. Exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work. PHYSICAL ACTIVITIES REQUIRED: Climbing/Heights a factor — Ascend or descend ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms. Body agility is emphasized. This factor is important if the amount and kind of climbing required exceeds that required for ordinary locomotion. Balancing — Maintain body equilibrium to prevent falling and walking, standing or crouching on narrow, slippery, or erratically moving surfaces. This factor is important if the amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium. Stooping/Kneeling/Crouching/Crawling — Bend body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles. Bending legs at knee to come to a rest on knee or knees. Bending the body downward and forward by bending leg and spine. Crawling. Moving about on hands and knees or hands and feet. Reaching — Extend hand(s) and arm(s) in any direction. Lifting — Raise objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles. Fingering/Grasping — Pick, pinch, type or otherwise work, primarily with fingers rather than with the whole hand as in handling. Applying pressure to an object with the fingers and palm. Feeling — Perceive attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips. Standing — Particularly for sustained periods of time. Walking — Move about on foot to accomplish tasks, particularly for long distances or moving from one work site to another. Sitting — Particularly for sustained periods of time. Pushing — Use upper extremities to press against something with steady force in order to thrust forward, downward or outward. Pulling — Use upper extremities to exert force in order to