Hybrid Veteran Directed Care Administrative Assistant bei Colorado Springs Independence Center

Description

The purpose of the Administrative Assistant position for the Veteran Directed Care (VDC) program is to provide high-level administrative and customer service support both in office and veteran’s homes that ensures seamless program operations, compliance, and efficiency. This role supports Veterans and their Authorized Representatives in successfully enrolling in and maintaining participation in the VDC program, while upholding The Independence Center’s core values of adaptability, collaboration, inclusion, integrity, and person-first service. By managing multiple administrative functions, coordinating communication, maintaining accurate documentation, and supporting process improvement initiatives, this position plays a critical role in empowering Veterans to maximize their independence and achieve their goals.

Essential Responsibilities:

· Monitor services and conduct in-home visits with Veterans & Authorized Representatives in our geographically covered program counties 1-2 days per week as needed, ensuring accurate review and discussion of budgets, program compliance and critical health events or care needs. 

· Utilize effective communication skills to receive inbound and complete outbound phone and email communications to Veterans, Authorized Representatives & potential employees. 

· Provide expert level customer service, administrative support and coordination to internal or external Financial Management Services (FMS) with employment documentation, timesheets, payroll and HR inquiries. 

· Provide comprehensive administrative support to the Veteran Directed Care program including task management, capturing detailed & accurate meeting notes and providing back-up administrative training and support as needed. 

· Manage multiple on-going tasks for the Veteran Directed Care program, which includes but is not limited to updating policy and procedures, creating SOPs, quality initiatives and assurance, and record management.

· Support all VDC referred Veterans ensuring a seamless & successful enrollment into the VDC program including scheduling, enrollment paperwork and various ongoing communication and administrative supports. 

· Compile and manage various program data and spreadsheets to include monthly, annual and as needed documentation requirements or communications to leadership.  

· Actively engage in identifying opportunities for process and procedure engagement to optimize work efficiency and collaborate with the Operations Manager to discuss and implement improvements proactively. 

· Support Veterans in the development, approval and monitoring of spending plans, ensuring compliance with VDC program regulations. 

· Participate and engage in any required program, committee or IC meetings with or in place of leadership. 

· This position may also require the performance of other duties as assigned.

Requirements

Required Skills/Abilities:

· Demonstrates The IC’s core values of Adaptability, Collaboration, Inclusion, Integrity and Person First.

· Commitment to co-creating a culture that fosters diversity, equity, accessibility, and inclusion.

· Extraordinary customer service skills.

· Effective communication skills.

· Self-motivated, persistent, and flexible.

· Strong organizational skills and detail oriented.

· Ability to handle multiple priorities as well as deadlines.

· Takes responsibility for high-quality work.

· Capacity to work individually and as a member of a team in a team-oriented, inclusive environment.

· Possess decision-making and problem-solving skills.

· The capacity to empower individuals to advocate for themselves to maximize independence.

· Ability to maintain a high level of confidentiality and work within the confines of HIPAA regulations.

· Proficiency with computers, including MS Windows, MS Office (Word, Excel, PowerPoint, Outlook, Teams), Zoom and other common computer programs.

Education and Experience:

· High school diploma or GED.

· Proficiency in Microsoft Excel and Office Suite with a proven track record of effectively managing complex spreadsheets, data analysis and generating reports. 

· Administrative experience that includes organization, coordination, customer service, and successful project completion. 

· Experience working with people with disabilities is preferred. 

· Lived experience with a disability preferred. 

Travel:

· This role involves travel, up to 20% of the time, for in-home visits with Veterans and to present information to various established and new outreach partnerships based on program needs as directed by the Operations Manager.

· Local travel to partners, collaborators, and vendors for official IC related business and events may be required.

· Must have a valid driver’s license and car insurance.

Working Conditions:

· Office environment requiring ongoing computer use and extended amount of time sitting or standing.

· Frequently lift, push, pull, up to 10 lbs. 

· Internet access to work remotely if protocols are issued for remote work.

Reasonable accommodations may be provided to empower the qualified individual with a disability to perform the essential functions of this position.