Job Description:

Position Summary

The Program Assistant (PA) will provide administrative and project management support to the EVP and the CareForce leadership team. The position requires that the PA maintain a high level of professionalism. The PA acts as a gatekeeper and escalates relevant information to the CareForce team as needed. The PA will be a critical first contact for future and existing students of the program and will need to provide resources and timely follow-through for student issues and training requests.

The Program Assistant is responsible for creating systems and processes to support efficient workflow; ensures accuracy and professional display of reports and projects; and maintains confidentiality of documents and information shared within the office suite. Oversees meeting coordination: including the proactive set up of technology and/or meeting space to support timely and effective meeting structures, and anticipates meeting essentials,s as distributions of agenda, meeting minutes, and presentation material.

This role is integral to the efficient functioning of the EVP's office and the smooth day-to-day operations of the Lunder CareForce Institute. The position requires a proactive, resourceful individual with a strong understanding of the Institute's goals and the ability to independently manage tasks, coordinate activities, and interact professionally with internal staff, students, external partners, and the public. The PA will act as a key point of contact, anticipate needs, and ensure critical information flows effectively within the office and out to relevant stakeholders.

Core Competencies:

• Initiative: Willingly seizes or creates opportunities to improve current & future administrative performance.
• Organizational Know-how: Understands and uses formal and informal structure, important relationships and culture within HSL and with external customers to accomplish work objectives and outcomes.
• Teamwork and Collaboration: Works effectively within a team, group and across the organization and accomplishes tasks and desired results while behaving constructively as opposed to separately and competitively.

Position Responsibilities:

• Executive Support and Gatekeeping:
  • Performs diversified administrative and project management support functions for the EVP.
  • Acts as a primary point of contact and gatekeeper for the EVP's office, triaging inquiries and independently identifying appropriate action and follow-through.
  • Manages and prioritizes multiple tasks and projects according to established policy and procedures.
  • Maintains confidentiality of documents and information shared within the office suite.
  • Manages and organizes the administrative office space, including supplies and equipment.
  • Assists with payroll approval for identified staff members.
  • Represents the executives in their absence, triaging and independently identifying appropriate action and follow-through.
  • Assists in coordinating all aspects of travel, including transportation and hotel accommodations, conference registration, itineraries, and final receipt submissions.
• Calendar and Meeting Management:
  • Coordinates and maintains multiple calendars for meetings, schedules appointments, and seminars, anticipating pre-planning time as appropriate.
  • Oversees meeting coordination, including proactive setup of technology and/or meeting space to support timely and effective meeting structures.
  • Anticipates meeting essentials, including distribution of agendas, recording meeting minutes, and preparing presentation materials.
  • Assists in the coordination of the Teaching and Training committee and Advisory meetings, and acts as the primary contact for members. Support includes:
    • Communicating with committee members via email and telephone to coordinate meetings, events, etc.
    • Scheduling pre-meetings, meetings, and events. etc. for the council and its members.
    • Creating agendas, recording meeting minutes, and creating presentations as required.
    • Collaborating with the EVP to ensure timely follow-up from meeting minutes and acts as a liaison to the Development team.
• Operational Support for the Lunder CareForce Institute:
  • Assists with the implementation of the Institute's operational plan and work plans.
  • Coordinate scheduling for classes, activities, and events related to the CNA and LPN training programs, potentially coordinating across multiple sites or "hubs".
  • Supports the student admissions process, potentially assisting with screening and communication with potential candidates identified through recruitment channels.
  • Assists with student follow-up as directed by the NA program manager and LPN Director.
  • Creates project management plans and assists in supporting the timely follow-up of timelines.
  • Responsible for creation/updates to student handbooks, student forms, policy, and procedures.
  • Serves as a front desk point of contact and ambassador for the Institute, interacting with students, visitors, vendors, and partners. Maintain a helpful, consumer-oriented approach with students, vendors, HSL community.
  • Assists with tracking key performance indicators (KPIs) for the Institute's operations, such as student pipeline, learner experiences, and financial benchmarks.
  • Assists in the collection and display of student, employer, and business data (i.e. marketing, retention, pass rates) for various reports and presentations.
  • Provides support for regulatory readiness activities and assists during site visits.
  • Creates IT requests for new account users, telephone, and computer equipment as needed.
• Partnership and Lead Generation Support:
  • Supports the development and maintenance of relationships with strategic partners, including training providers, wrap-around service providers, and hiring partners.
  • Assists in coordinating outreach efforts and meetings with potential employers to secure job placements for graduates.
  • Supports the development of partnership agreements or Letters of Intent (LOI) with interested employers and potential skilled nursing facility (SNF) hubs.
• Financial and Data Management:
  • Prepares departmental invoices for signature and logs with an understanding of the departmental budget.
  • Generates and processes purchase orders, check requests, invoices, and expense vouchers with an understanding of departmental budget.
  • Analyzes data and creates reports in Excel, PowerPoint, or Survey Monkey for executives. Utilizes Smartsheet and Qualtrics database for data collection, storage, and data display. Becomes a main user and is able to customize as needed to reflect business needs.
• Communication and Collaboration:
  • Drafts, edits, and formats correspondence, reports, and presentations.
  • Represents the EVP's office by communicating effectively with internal staff, executives, students, residents, families, and external partners.
  • Collaborates effectively with multiple departments and levels of staff within HSL.
• Special Projects:
  • Completes special projects as assigned, demonstrating the ability to manage projects with high quality in a timely manner.

Qualifications:

• Associate degree or combination of education, training, and experience.
• Minimum of at least 2 years of experience in an administrative support role. Required. Proven knowledge of administrative methods and procedures required.
• Proven advanced proficiency in computer skills (Microsoft Office, Excel, PowerPoint etc.)
• Must have self-starter, strong interpersonal, organizational, communication, and customer service skills with a good work ethic.
• Must be able to multitask and must be detail-oriented. Exercise good judgment in the analysis of facts and circumstances surrounding individual problems and in determining action to be taken within the limits of standard/accepted practice
• Demonstrated proficiency in the use of scheduling/communications/ spreadsheets and served as “a super-user” in Roslindale
• Strong project management skills to complete projects with high quality ina timely manner
• Presents with a professional demeanor and is able to communicate with executives, residents, and families appropriately. Able to work collaboratively with multiple departments and levels of staff.
• Demonstrated strong data management skills
• Demonstrated strong critical thinking skills and ability to independently problem solve.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Occasional standing, walking, bending, or lifting light materials (up to 20 lbs.)
• Manual dexterity to operate standard office equipment
• Occasional travel between locations may be required for meetings or events

Remote Type

On-site

Hebrew SeniorLife is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.