Senior Operations Assistant for Care Management Services

sasllc; Hawkinsville (GA); On-site; USD 36,000 - 54,000; Full time

Job summary

NextStep Care is seeking an organized administrative assistant at our Corporate Office in Georgia to support multiple care management programs. You will work closely with leadership to advance operational goals, handle documentation, scheduling, and communications, and ensure smooth daily operations across centers.

The role emphasizes confidentiality, data accuracy, and timely reporting. You will contribute to project implementations, audit preparation, and cross-functional coordination to help

Qualifications

• Knowledge of organizational guidelines and best practices for care management and social services.
• Ability to maintain confidentiality and handle sensitive information.
• Proficient in administrative tasks including document management and correspondence.

Responsibilities

• Collaborates with leadership on implementing projects into operations.
• Supports leadership with resources and data collection for audits.
• Maintains documentation securely and protects confidentiality.
• Manages communications, including faxes, emails, and mail.
• Performs general admin tasks: typing, filing, copying, sorting mail.
• Prints, revises and distributes forms and documents as directed.
• Manages office equipment, cartridges, and repairs coordination.
• Coordinates travel arrangements and event planning; maintains calendars.

Job description

Join us at

NextStep Care Corporate Office - a place where you'll be valued, recognized and rewarded for the vital work you do each day. We'll surround you with a strong team and leadership that supports every aspect of your life - both inside and outside of our centers. And you'll get to practice your passion in a non-profit, mission-driven organization that's known for the highest level of care in our communities

SUMMARY

Responsible for working closely with leadership to help support operational goals of multiple care management programs in the System. The role primarily focuses on administrative support of current and new programs, and projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Collaborates with leadership on implementation of projects into operations throughout the Care Management Services.
• Provides support and resources to members of leadership team.
• Works to collect input and organize data for audits and monitoring of special projects as needed.
• Supports other department as needs arise
• Maintains prompt secure documentation for leadership and maintains confidentiality of sensitive information.
• Sends, receives and distributes faxes and emails as appropriate.
• Performs administrative duties (i.e. typing, filing, copying, sorting mail, calculations, distribute mail and other communications, etc.) as requested.
• Prints, distributes and revises forms or other documents as directed.
• Performs daily upkeep of office machines including changing cartridges and stocking with paper and requests and coordinates repairs for office equipment as necessary.
• Completes local business related errands including but not limited to: retrieving mail from post office each day and mailing materials using various methods and services as directed; retrieving and sending courier mail each day; .
• Maintains documents to support program development and project management.
• Assists in administrative studies.
• Assists in maintenance of organization intranet and websites.
• Manages telecommunication contracts and equipment in system software.
• Maintains reservation calendar and supplies for organization meeting spaces.
• Manages and tracks organization leases and contracts.
• Manages supply inventory for Care Management Services' Corporate Offices and Training Centers, which includes but is not limited to office supplies, toiletries and refreshments.
• Assists with data collection and aggregation for overall reporting purposes.
• Implements practices that enhance data accessibility, functionality and efficiency for leadership, office locations and cross-functional teams.
• Supports the implementation of data tracking and trending to support leadership in data-driven decisions. Provides reports to leadership as directed, notifies supervisor of department lead when data has a change in trends.
• Responsible for the development of the administrative flow of new operational processes
• Maintains tracking logs as directed.
• Participates in implementation of new regulatory requirements, works to develop process with other departments provides feedback to leadership.
• Provides reception service (information, offer beverages to visitors, provide assistance, etc.) to visitors, sales representatives, etc.
• Courteously and professionally answers and redirects incoming calls.
• Makes travel arrangements and reservations for associates as requested.
• Assist with event planning including developing agendas, making reservations, etc.
• Maintains filing system in an efficient and organized manner.
• Maintains and distributes staff contact information.
• Reports corporate compliance concerns appropriately.
• May assist with compliance investigations as requested.
• Reports work time and business expenses in accordance with organizational guidelines.
• Maintains work areas in an organized manner.
• Attends and participates in staff meetings, in-services, seminars and workshops as directed by supervisor.
• Records meeting minutes and action items as requested.
• Promotes the image and reputation of the System by exhibiting servant leadership and providing direct and open lines of communication.
• Contributes to the work of committees, workgroups, project management, and other collaborative efforts of the System.
• Performs other duties as necessary to ensure the success of the System.

SKILLS AND ABILITIES

• Knowledge of organizational guidelines and best practices as related to the operation of the case management and social services.
• Required to maintain a good working rapport with inter-department associates, as well as other departments within Care Management Services, to provide that administrative services and activities can be properly maintained to meet the needs of the organization.
• Adheres to the System's Policies and Procedures.
• Completes work in a timely, accurate, efficient and thorough manner and is conscientious about assignments/responsibilities.
• Maintains constructive working relationships by communicating and interacting effectively with superiors, colleagues, and individuals ins