Administrative Manager at Caritas Family Solutions

Mount Vernon, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

29 Mar, 26

Salary

0.0

Posted On

29 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Active Learning, Active Listening, Critical Thinking, Learning Strategies, Mathematics, Monitoring, Reading Comprehension, Speaking, Writing, Coordination, Instructing, Service Orientation, Social Perceptiveness, Complex Problem Solving, Time Pressure Planning, Judgment and Decision Making, Systems Analysis

Industry

Individual and Family Services

Description

Description At Caritas we believe every life deserves LOVE! If you agree, then please consider joining our team!! Caritas Family Solutions is seeking a dependable, detailed oriented Administrative Manager to serve at our Mt. Vernon office. 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 support our frontline workers providing care for traumatized youth! If you’re ready to change the world, 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 Hours worked (typical): 40 Remote Work: Allowed (work arrangement can change depending on performance and/or needs of Caritas). Job Tasks Typically: Unstructured - worker will be allowed to determine/plan the order of tasks, priorities, and goals. Description of Typical Work Schedule: 40 hour workweek; schedule to be discussed with direct supervisor and may change as needs of the department change (Hours set based on necessity of department or office.) PURPOSE: The Administrative Manager is the liaison between programs and support departments such as HR, IT, Finance and QI. This position works closely with hiring managers in the office to ensure successful new hire onboarding and preparation. This includes supporting hiring managers/supervisors during candidate selection and hiring process, utilizing Paycom and other software systems to manage the process. This position is first point of contact within the office for HQ or Support Departments, facilitating interoffice communication in order to address any questions or issues. 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. Reviews Resumes/Applicants on Paycom for all positions in the office. Schedules interviews for supervisors within the office. Supports supervisors during candidate selection and communications with HR when necessary. Handles all of the new staff onboarding process including enrollment in necessary trainings, new hire orientation and first day preparation. Ensures all new staff have appropriate technology needs met such as work computers, access to agency folders, internal and external websites and software. Ensures that staff who are traveling for training, are enrolled and prepared with any travel details such as transportation, lodging, per-diem, etc. Works closely with HR Business Partner and supervisors to ensure all HR tasks - status changes, job requisitions, and new hire paperwork are completed. Acts as the primary HR contact for the office and facilitates all communication to ensure general personnel tasks or issues are address quickly and as needed. Works closely with IT Support Staff to ensure new staff have adequate equipment for first day of work. Acts as a liaison with IT Support Staff when issues or problems arise with staff regarding any computer-related issue. Leads/manages Secret Santa and other donations for foster care youth or families. Acts as liaison with QI Department by assisting in QI efforts such as working with program managers or directors on data collection for client satisfaction surveys, schedules for case reviews and other activities. Requirements 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: Associate degree/60 hours of college credit or two years’ experience demonstrating successfully operating within an office in fast-paced environment and with multi-departments. (Related fields will be considered.) Degree/Field Preferred: N/A (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. Personnel and Human Resources — Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems. Sociology and Anthropology — Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures, and their history and origins. . Experience Required: Minimum two years’ experience demonstrating successfully operating within an office in fast-paced environment and with multi-departments. (For positions that manage staff, the years specified need to be progressive years of management experience. For all positions, the years required 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: N/A 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. 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. 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 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 Financial Resources — Determine how money will be spent to get the work done, and accounting for these expenditures. 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. Direct Report's Time Management — Manage the time of others. Technical: N/A Trauma-informed: Must display a willingness to adopt trauma informed interventions, principles, and practices as well as commitment to ongoing development of their capacity for application of trauma informed care. Realizes the prevalence of trauma among persons served by Caritas and the general population. Recognizes how trauma affects everyone involved-including clients, their families, staff, and community; and impacts behaviors. Responds to trauma by actively implementing the guiding principles of trauma informed care into their daily practice. Resists re-traumatization of persons served and staff providing services, by creating safe, welcoming, and supportive environments. Proficient Computer Skills In: Excel, Outlook, PowerPoint, Word, Database Management Software Expert Computer Skills In: Excel, Outlook, PowerPoint, Word, Database Management Software 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. 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: Reaching — Extend hand(s) and arm(s) in any direction. 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. Speech Clarity/Talking — Express or exchange ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. Includes the ability to understand the speech of another person. Hearing — Perceive the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound. Repetitive motion — Substantial movements (motions) of the wrists, hands, and/or fingers. Coordination, including eye/hand, hand/feet. VISUAL ACUITY: The worker is required to have close visual acuity to perform an activity such as: analyzing data; transcribing; viewing a computer terminal; extensive reading; visual inspections; inspect machines. WORK CONTEXT/ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position is based primarily in an office environment. Other PPE Required: N/A VEHICLE RELATED REQUIREMENTS: Access to reliable transportation to get to/from work: Required. Access to a reliable automobile: Not required Must provide proof of auto liability insurance (and continue to while working in this position): Not required Must possess a valid driver's license: Not required Additional license requirements that are necessary: N/A Additional considerations for this position: N/A Please Be Advised: Research tells us that some candidates, especially women and people of color, may hesitate to apply unless they meet every listed qualification. If this sounds like you, we still encourage you to apply! We’re committed to building a team with diverse skills, experiences, and perspectives—and you might be exactly who we’re looking for. Drug Free Workplace: Caritas Family Solutions is dedicated to maintaining a safe, healthy, and productive environment for our clients and employees. As part of this, a strict drug-free workplace policy is maintained.

Responsibilities

The Administrative Manager serves as a liaison between programs and support departments, ensuring successful new hire onboarding and facilitating interoffice communication. This role includes managing the hiring process, supporting supervisors, and addressing personnel tasks and issues.