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Outreach Development Corporation

Outreach is a non-profit organization that helps people address the issues stemming from substance use and behavioral health disorders by providing the highest quality, life-changing treatment, training and tools to build healthy lives . Our mission is to inspire individuals and families to achieve a life of unlimited potential. For more information, please visit www.opiny.org.

Position: Administrative Manager for OTI

Job Scope

Responsible for managing, and ensuring quality and consistency, of administrative operations and procedures for Outreach Training Institute.

Principle Duties & Responsibilities:

• Provides overall administrative management of all OTI programs and services, including the supervision of the OTI administrative staff, to ensure administrative functions necessary to the effective functioning of OTI are properly implemented.

• Responsible for the creation and maintenance of all electronic data bases and platforms to ensure the smooth operation of all OTI functions, including but not limited to admissions, data entry and management, setting up and operation of virtual classes, meetings, and interviews, testing, payment tracking, reporting, creation of transcripts and certificates, etc. Troubleshoots problems with technology.

• Evaluates current administrative systems and implements new methods to improve effectiveness and efficiency.

• Assists staff and faculty to use electronic platforms as needed

• Initiates OTI classes, providing support to students and faculty to launch the course. Provides back up and support of class initiation by the Coordinator.

• Manages daily operations of training programs including, but not limited to, ensuring:

o Appropriate administrative coverage

o Trainers are aware of and reminded of training activities;

o That necessary equipment/electronic platforms are operational and ready for trainers, and;

o All handouts and log-in information are distributed in advance.

• Provides administrative support for all training activities conducted by OTI, including internal staff development training, professional development training offered to the community and training provided by OTI staff to other organizations.

• Interfaces with and maintains relationships with OASAS, SED, HRA, ACCES-VR, NYS Department of Veterans’ Affairs and other funding agencies/vendors and ensures all updates and reports are provided, as required.

• Provides oversight regarding fiscal procedures, record keeping and monitoring of student payments and balances.

• Creates and monitors system for timely reporting of students who are in need of intervention or in need of services) and connect them to the appropriate staff member.

• Ensures communication of operational or student issues to Director, OTI staff, students and faculty.

• Maintains systems to ensure that student attendance, progress reports, etc. are up to date and that all students have met OASAS requirements prior to issuing OASAS certificate.

• Ensures preparation of reports on OTI students, trainings and revenue as needed.

• Ensures development and distribution of the training calendar along with any changes that may be required once the calendar is established.

• Ensures timeliness of consultant invoice process and interfaces with bookkeeping/fiscal staff on all fiscal related issues.

• Maintains all appropriate files related to OASAS submissions, trainers and contracts with consultants and trainers.

• Monitors and oversees ordering of supplies for the Training Department and seeks opportunities to reduce costs whenever possible.

Universal Responsibilities

• Customer Service – strives to be responsive to the needs of internal and external customers and provide excellent service

• Problem Solving - Identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.

• Interpersonal Skills - Maintains confidentiality, remain open to others’ ideas and exhibits willingness to try new things.

• Oral Communication - Speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills.

• Written Communication - Edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.

• Planning/Organizing - Prioritizes and plans work activities and uses time efficiently.

• Quality Control - Demonstrates accuracy and thoroughness and monitors own work to ensure quality.

• Adaptability - Adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.

• Attitude - Maintain a positive work atmosphere by behaving and communicating in a manner so that you get along with clients, co-workers and supervisors, while achieving performance expectations.

• Dependability - Consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.

• Safety and Security - Observes safety and security procedures and uses office equipment and materials properly.

• Policy and Procedures - Is aware of and consistently complies with agency Policies and Procedures as defined in the Employee Handbook and Policy and Procedure Manual.

• Commitment to Agency Mission and Values - Employee behaves in a manner that is consistent and respectful of the agency’s mission and values.

• Collaborates with:

All members of the OTI Team

Human Resources

Staff working on evaluation, data collection and marketing activities

Fiscal Department on relevant matters

Facility Site Directors

Supervised by

Supervised by: OTI Director

Qualifications

Minimum of 5 years experience working in a fast-paced office environment including a 2 years+ managing/supervising other support personnel. Experience in working in an academic setting is a plus. Proficiency in Microsoft Office, Adobe Acrobat, Google Docs/Forms/Sheets, as well as virtual meeting platforms (Webex, Zoom, Teams, etc). Knowledge of the CASAC program and/or a CASAC T or CASAC a big plus.

Certificates and Licenses: None required. CASAC or CASAC-T a plus.

Required Knowledge and Skills:

Must be extremely organized and detail focused with the ability to set up systems, establish outcomes and manage based on those outcomes. Must be computer literate and able to effectively manage databases. Ability to interface with multiple levels of management; communicate up, down and across chains; understands the CASAC program and/or similar training/educational type programs; can effectively establish and manage systems and structure, while creating a caring and supportive educational environment, and; is flexibility and has the ability to quickly adapt given the circumstances of the day, creatively problem solving issues that arise. Proficient in excel. Must be able to work at multiple locations. Mon-Fri 9-5pm

Work Environment

This job operates in a professional office environment and outside in the field. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Must be able to travel among assigned sites and locations as needed.

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of this position and title and shall not be construed as a declaration of the specific duties and responsibilities of any position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

Outreach is an equal opportunity employer. The agency does not discriminate on the basis of race, color, gender, socio-economic status, marital status, national or ethnic origin, age, religion or creed, disability, or political or sexual orientation. Diversity is celebrated as a strength at Outreach.