ADMINISTRATIVE SPECIALIST

Description

Provides administrative and operational support to the Chief Executive Officer and Senior Leadership Team. Manages executive calendar, meetings, travel, and confidential communications. Prepares agendas, reports, presentations, and board-related materials. Supports data collection, analysis, and reporting related to organizational performance, program outcomes, and operational metrics. 

Maintains dashboards, tracks key indicators, and assists leadership with data-informed decision-making. Coordinates cross-departmental tasks, follows up on executive priorities, and supports special projects to improve workflow, compliance, and organizational efficiency.

Serves as a trusted liaison between the CEO, leadership team, board members, and external stakeholders. Demonstrates strong organizational judgment, discretion, analytical thinking, and leadership potential aligned with future Chief of Staff responsibilities.

Requirements

 Essential Duties and Responsibilities:

• Advance company initiatives and organizational goals by coordinating key stakeholders and tracking project deliverables
•  Create and manage executive dashboards and roll-up of key organizational metrics
• Collect, validate, and analyze raw data related to admissions, treatment outcomes, and work skills programming activities as needed
• Maintain Board of Directors related documents – monthly meeting minutes, annual retreat summaries, tenure tracking, and committee documentation as directed
• Provide comprehensive administrative support including calendaring, meeting coordination, travel arrangements, expense reporting, record keeping, and distribution of leadership communications
• Coordinate communication and collaboration with internal and external stakeholders including Managed Care Organizations (MCOs), partner organizations, and community contacts
• Ensure confidentiality, accuracy, and professionalism in handling sensitive executive, board, and organizational information
• Participate in a variety of meetings (senior leadership, quality improvement, marketing) to record minutes, document outcomes, and track action items
•  Support internal staff events – holiday parties, retreats, and employee appreciation 
•  Coordinate conference registrations, event promotions, booth setup, giveaways, and distribution of marketing materials

Required Knowledge, Skills, & Abilities:

• Strong analytical and data management skills with ability to interpret and summarize metrics
• Proficiency in Microsoft Excel and/or Google Sheets; strong skills in Word, PowerPoint, and      document management
• Excellent organizational, time-management, and follow-up skills
• Ability to communicate effectively at all levels within an organization 
• Strong written and verbal communication abilities
• Ability to manage multiple priorities in a fast-paced environment
• High level of discretion and professionalism when handling confidential information
• Ability to collaborate effectively across departments and with external partners
• Knowledge of nonprofit, healthcare, or behavioral health operations preferred

Required Education & Experience:

• Associate or bachelor’s degree in business administration, Public Administration, Health Administration, Data Analytics, or related field preferred
• Minimum of 3–5 years of administrative, executive support, or operational experience
• Residential/behavioral health experience preferred; experience in nonprofit, behavioral health, healthcare, or human services environment strongly preferred
• Experience supporting      executive leadership, board operations, or organizational reporting      preferred

Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw valid conclusions.  

Physical Demands and Work Environment:

The physical demands and work environment described below represent the activities and surroundings of the positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.? The work is typically performed in an office environment, with a moderate noise level. To perform the job, the employee is frequently required to talk and hear on the telephone and in person with individuals and groups. The employee is required to read and respond to documents in hard copy and electronic form.? I acknowledge that on the date indicated below I reviewed this job description, understand all my duties and responsibilities, and can perform the essential functions. I have discussed any questions I may have had about this job description prior to signing this form.