Director of Administration

ORGANIZATION: Milestone Centers Inc.

DEPARTMENT: Administration

POSITION: Director of Administration

STATUS: Full Time; 37.5 hours / week

SCHEDULE:9:00 AM to 5:00 PM; Monday through Friday

LOCATION: Wilkinsburg - Travel based upon business and project needs 

Milestone Centers, a subsidiary of Partners For Quality Inc., is a nonprofit, community-based human services agency supporting individuals with behavioral health challenges and intellectual & developmental disabilities in communities throughout Western Pennsylvania. Milestone Centers has earned certification from the Sanctuary Institute for providing trauma-informed care.

The Director of Administration serves as a key liaison supporting organizational operations and acts as a trusted administrative partner to the Executive Director and Senior Leadership Team who discretely manages confidential information. This role is a central coordinator of organizational operations with primary emphasis on project management activities. This role takes ownership of planning, organizing, and executing a broad range of initiatives and projects—including event coordination, meeting logistics, and process improvement initiatives assuring they are completed on time, within scope, and aligned with strategic priorities. The Director of Administration drives projects forward, manages resources, monitors progress, and addresses obstacles as they arise with the Executive Director and in partnership with Senior Leaders. The position is also responsible for maintaining project documentation, preparing relevant communications, and protecting confidential information while ensuring all projects contribute to the organization’s operational goals.

ESSENTIAL FUNCTIONS:

• Confidential assistant to the Executive Director / Senior Leadership Staff.
• Assure information processed and shared at the leadership level is kept confidential.
• Treat consumers/clients/associates with respect and dignity; demonstrate Milestone’s mission and values; possess knowledge of Milestone’s services and programs; maintain a positive attitude in the workplace.
• Assure work is processed accurately and efficiently to facilitate the flow of information to benefit people receiving services.
• Develop, support and/or lead projects around accreditation, regulatory, compliance, or quality improvement related initiatives.
• Work with the Executive Director and senior leaders to evaluate and analyze trends, and develop actionable project plans to improve service delivery, mitigate risks, or develop/improve current workflows and related compliance.
• Support recertification requirements as assigned.
• Responsible for meeting management duties which include overseeing the scheduling and coordination of meetings and conference calls to ensure optimal use of leadership’s time. Preparing meeting materials, agendas, and presentations in advance, as well as monitoring the recording of meeting minutes and tracking follow-up on action items to ensure accountability. Additionally, the role requires coordinating logistics, communicating with internal and external stakeholders, and ensuring that meetings are organized, efficient, and aligned with the organization’s strategic objectives.
• Assure teamwork and cooperation among Senior Leaders, team members, and external stakeholders
• Fulfill the role of governing board liaison, facilitate and compile board reports, attend all board meetings and related board activities, and take minutes. Coordinate agendas, board reports, and taking meeting minutes for leadership meetings and maintain administrative files.
• Support Executive Director, leadership team, and other Milestone team members with written communication, presentation development, organizational charts, and other activities as needed.
• Assist other administrative staff and senior leadership team with special projects or needs.
• Assist with the collection, tracking, and reporting of data as outlined in the agency’s Performance and Quality Improvement initiatives.
• Support Executive Director, Leadership team, and other Milestone team members with written communication, presentation development, organizational charts, and other activities as needed.
• Lead and facilitate Agency wide committees as assigned
• Facilitate and coordinate activities
• Take and maintain minutes of related committee meetings
• Manage associated interest budget
• Update client and employee lists, organizational charts, and manage company email groups, as needed and assigned.
• Run reports from various data based as needed and assigned. Assess and compile data with summaries as appropriate. Manage and distribute necessary programmatic reports as needed and assigned.
• Develop and administer surveys as needed and assigned.
• Organize organization wide or program related events, task force meetings, and any other special events.
• Manage internal and external communications from Executive Director including company newsletters, reports, letters, and presentations.
• Maintain all Milestone manuals with most current information as assigned.
• Understanding and compliance with all Milestone and Partners For Quality Policies and Procedures.
• All other duties as assigned.

CASH INCENTIVES: Employees have the opportunity to earn additional money through various incentive programs:

• $1,000 Employee Referral (for successfully referring someone to full time employment)

BENEFITS

• Full Time employees enjoy a comprehensive benefits package:
• Health, Dental and Vision Insurances
• $1,200 cash payout option in lieu of Health Insurance coverage
• Healthcare Flexible Spending Account
• Dependent Care Flexible Spending Account
• 16 to 26 Paid Days Off / year
• Wellness Days (2 per year)
• Sick Time
• 8 Paid Holidays
• Short Term Disability
• Long Term Disability
• Life Insurance
• Optional 401(k) with Employer match

WORK PERKS

• Paid orientation and training
• Free parking (select locations)
• Employee Activities, Rewards and Recognition Programs
• Comprehensive Employee Assistance Program

APPLY TO THIS POSITION

Interested applicants can choose to apply in any of the following ways:

Complete an employment application online

Email resumes:Careers@PFQ.org

Partners For Quality and its family of agencies are an equal opportunity employer

EOE

• High School Degree or Associate degree in administration or project management is preferred.
• Five (5) years of progressive administrative experience with at least two (2) years as an executive assistant
• Excellent computer skills, including Microsoft Office 365, specifically Word, Excel, PowerPoint, Outlook, Teams, and Visio.
• Experience in Human Services or Medical field.
• Excellent communication skills, both verbal and written.
• Excellent references, both personal and work.
• Act 33, 34 and FBI Clearances
• Valid PA Driver’s license and acceptable driving record