Supervisor of Administration - PACE

Position Objective:           

The Supervisor of Administration is responsible for overseeing the day-to-day administrative operations of the PACE program. This role provides training, supervision, guidance, and quality assurance for administrative staff while ensuring all program documentation, attendance, timekeeping, and front-desk functions are completed accurately, professionally and in compliance with HRA and program requirements. The Supervisor supports all management functions in achieving program goals by maintaining efficient administrative systems, monitoring productivity, and ensuring timely and accurate reporting.

Essential Functions

• Supervise the PACE administrative support staff, including reception (front desk) to ensure efficient daily program functioning.
• Conduct regular meetings to review performance and provide feedback to ensure staff are meeting program timekeeping responsibilities and all guest/client interactions are professional.
• Must be fully knowledgeable in using all program database systems to teach and refresh staff on processes and data entry requirements.
• Monitor daily attendance entry and ensure updates in SEAMS, Zoho and other required systems are completed accurately and within deadlines.
• Oversee the collection and review of participant timekeeping hours (hard copy and electronic), ensuring compliance with program policies and procedures.
• Ensure excused absence documentation is collected, reviewed, copied, and logged appropriately; maintain quality assurance over all submitted documentation.
• Review and approve FTR/FTC processing and ensure pending FTC lists are generated and submitted by required deadlines. Review and generate the NCO worklist.
• Oversee MetroCard distribution processes, including keeping accurate log completion, daily reconciliation with management and record keeping on the shared drive.
• Supervise document management processes, including scanning, uploading to shared drives and Zoho, and maintaining organized digital files.
• Identify trends, develop and implement new administrative systems to improve PACE operations and reporting functions.
• Hire and train administrative staff to ensure all functions run smoothly and efficiently.
• Collaborate with program leadership to support audits, reporting, and special projects.
• Perform other duties as assigned.

Qualifications:

• Bachelor’s degree is required.
• 2 years’ experience supervising staff.
• Excellent computer skills, including Excel and PowerPoint.
• Excellent oral and written communication skills
• Must be detailed orientated.
• Excellent organizational skills.
• Effective problem solving and interpersonal skills.
• Strong critical thinking and superior attention to detail.
• Experience in running reports and providing quality assurance.
• Strong analytical skills, with the ability to collect, organize, and analyze significant amounts of information with accuracy. 
• Knowledge of various descriptive and predictive statistics including, but not limited to, regression and bell curve and other essential analysis techniques.
• Working in an automated on-line system, demonstrate proficiency in use of applied information technology and on-line database systems; demonstrated keyboarding speed proficiency and accuracy preferred for a paperless case management system.
• Prior professional experience working within a community-based organization or the government sector, directly serving an under-resourced population required.
• Knowledge of performance-based contracting is preferred.
• Ability to work a flexible schedule to carry out assigned duties. Able to work full time onsite schedule.

Salary $75,000