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Administrative Assistant / Coordinator

Company: Vaco Staffing
Location: Mountain View
Posted on: November 18, 2021

Job Description:

Care Support Program - Administrative/Coordinator Responsibilities:

  • Manage the schedules and day-to-day activities/needs of care support assistants and their clients between campuses
    • Act as first point of contact for incoming real-time communications from caregivers and clients.
    • Coordinating OOO requests and moving Support Assistants to maintain support
      • Need to travel from different campus locations as needed
      • On-call assistance:
        • Respond quickly to needs driven by short-term changes in clients' requirements or changes in Support Assistants availability
          • Different locations/needs of clients
          • Travel arrangements
            • Finding alternate if assigned Support Assistant is not able to travel
            • Ensure Care Support Assistant has all tools they need for a successful trip: assisting to confirm hotel accessibility, mobility rentals as needed
            • Adjusting schedule across time zones for time keeping purposes
            • Fill in as needed
            • Supporting Clients with confirming their needs with communication
            • As someone with expertise as a personal care assistant and vision support assistant, provide mentorship and guidance to team members
            • Record keeping and reporting; follow up with Support Assistants as needed to update
            • Update and maintain documentation as needed
            • Create and manage quarterly trainings
            • Having 1:1's with team members
            • Interviewing and training new hires
            • When needed, reviewing team member requests' for equipment, tools, and access
            • Hiring, Onboarding Global Support Assistants in New Countries with C2Cs
            • Conducts client relationship activities on-site at client location
            • Oversee client relationships and Support Assistants for employees on-campus at a large and growing technology company
            • Exercise good judgment in knowing when to escalate a situation to management's attentionMinimum Requirements :
              • BA/BS degree or equivalent practical experience.
              • 2+ years of people and program management experience with a track record of increasing responsibility
              • Exceptional leadership, management, communication and collaboration skills
              • Ability to deal with multiple conflicting priorities and stakeholder issues and driving towards pragmatic decisions/actions
              • Excellent verbal & written communication skills; ability to effectively communicate with multiple partners and stakeholders
                • Outstanding problem-solving, critical thinking and analytical skills and experience in applying project management techniques
                • Experience streamlining complex processes and implementing workflows designed to increase efficiency
                • Ability to work independently and drive projects to completion with minimal guidance
                • Very strong organizational skills with a high attention to detail
                • Demonstrated ability to create, analyze and report metrics, including knowledge of intermediate Excel/Google Sheets functions (e.g. vlookups, pivot tables)Preferred Qualifications:
                  • Experience in working in customer service
                  • Tech savvy
                  • Experience managing remote team members
                  • Experience in risk and change management
                  • Experience creating and presenting business reviews
                  • Native or professional fluency in English with another language is preferredAbout the job:We are an extension of our clients special care support team to support employees with special needs in their workplace. Job Requirements:Administrative, Assistant, Personal, Care, Support, Special Needs, Disabilities, Social Worker, Delivery Lead, Project Coordination, Wellness, Wellbeing

Keywords: Vaco Staffing, Mountain View , Administrative Assistant / Coordinator, Administration, Clerical , Mountain View, California

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