Administrative Support Staff in Quaker Hill, Connecticut at UCP of Eastern CT

1. Human Resources & Recruitment

• Coordinate recruitment activities including job postings, applicant tracking, interview scheduling, and candidate communications.

• Facilitate pre-employment processes including background checks, onboarding documentation, and new hire orientation.

• Assist with maintaining employee personnel files, HRIS records, and confidential employee information.

• Support employee communications, engagement initiatives, and HR projects.

• Assist with implementation of agency policies and procedures.

1. Training & Compliance

• Coordinate employee onboarding, orientation, and annual training requirements.

• Maintain training records and monitor compliance with agency, DDS, state, federal, and regulatory requirements.

• Track employee licenses, certifications, credentials, and required recertifications.

• Provide administrative support for the agency's medication administration certification program, including recordkeeping, scheduling, tracking certifications, and coordinating with nursing staff.

• Assist with audits, accreditation reviews, corrective actions, and compliance reporting.

• Support development, implementation, and maintenance of agency policies and procedures.

1. Safety & Risk Management

• Coordinate agency safety initiatives and workplace safety programs.

• Facilitate Safety Committee meetings, maintain documentation, distribute reports, and track follow-up actions.

• Conduct and document safety inspections, drills, and required safety activities.

• Coordinate workplace injury reporting, workers' compensation administration, and incident investigations.

• Maintain OSHA logs, required postings, and safety-related documentation.

• Support emergency preparedness activities and maintain the agency's Continuity of Operations Plan (COOP).

1. HIPAA & Regulatory Compliance

• Support agency HIPAA compliance activities and maintain required compliance documentation.

• Assist with investigations, documentation, and reporting of compliance concerns, incidents, and breaches.

• Coordinate regulatory reporting, documentation, and compliance follow-up activities.

1. Operations & Administrative Support

• Coordinate agency mail distribution, package receipt, and administrative correspondence.

• Coordinate facility maintenance requests, repairs, vendor services, and related claims.

• Coordinate agency vehicle maintenance, repairs, inspections, registrations, and insurance claims.

• Assist with agency technology inventory and vendor coordination.

• Support invoice processing, financial recordkeeping, QuickBooks data entry, and grant documentation.

• Provide general administrative support including scheduling, recordkeeping, and office coordination.

• Perform other duties and special projects as assigned.

QUALIFICATIONS

• Education: Associate's degree in Human Resources, Business Administration, Education, Healthcare Administration, Public Administration, or a related field preferred; Bachelor's degree preferred. Equivalent combinations of education, training, and experience may be considered.

• Experience: Minimum of 2 years of experience in human resources, office administration, training coordination, compliance administration, or related support functions, preferably in a nonprofit, healthcare, human services, or disability services environment. Recruitment, onboarding, credential tracking, bookkeeping, and/or compliance experience is a plus.

• Technical Skills: Proficiency in Microsoft Office Suite (especially Excel) and Google Workspace. Capability to learn and effectively operate accounting software (e.g., QuickBooks) and HR software (e.g., ADP, Employee Navigator,, etc.).

• Knowledge: Basic understanding of human resources practices, training administration, workplace safety, and regulatory compliance. Familiarity with HIPAA, OSHA, DDS, workers' compensation, or nonprofit compliance requirements is a plus.

• Attention to Detail: Ability to juggle multiple tasks and priorities while maintaining strong attention to detail and accuracy in recordkeeping, compliance tracking, and reporting.

• Communication: Excellent written and verbal communication skills.

• Integrity: High ethical standards and commitment to maintaining confidentiality and handling sensitive information appropriately.

• Commitment to the work of UCP of Eastern CT and supporting Individuals with disabilities.

PHYSICAL DEMANDS

• Ability to sit for extended periods and work at a computer.

• Occasionally required to lift and carry files and documents.

WORKING CONDITIONS

• This position takes place in an office environment which is well-lit and climate-controlled.

• May require occasional travel for training or meetings.