Training and Administration Supervisor

General Purpose

The Training and Administrative Supervisor’s core functions are oversight of training, procedure writing, workflow follow through, and oversight of reception. This position collaborates with key staff in other departments to support and track any program-specific training and ensure training requirements are met. This position collaborates across the agency to document workflows and procedures using standardized templates and collaborates with leaders to identify when new or revised training is needed for workflows/procedures. This position collaborates with operational leadership to build out infrastructure to support execution of workflows/procedures. This position supervises Welcoming Specialists and Reception.

Essential Functions of the Job

• Collaborate with Human Resources, Quality/Evaluation, and Clinical Program leadership to ensure all mandated staff trainings are scheduled throughout the year. Coordinates virtual and in person training events.
• Maintains training database and/or logs to ensure on deadline completion of mandated trainings for all staff. Ensures clear communication channels across agency to support and track program and/or staff specific trainings.
• Coordinates training reminders and reporting, communicating needs to managers, supervisors and leadership as needed to ensure compliance.
• Research, review, test, and create training materials, identifying, and coordinating with outside vendors as needed.
• In collaboration with leadership, convenes and meets with stakeholders across the agency to document workflows and write procedures.
• Tracks agency-wide inventory of procedures, updates procedures as needed. Monitors updated procedures to identify training needs.
• Collaborate with leadership to build out no-code infrastructural (Monday.com, MS Teams, SharePoint, Electronic Health Record) tools to support execution of workflows and/or procedures.
• Supervises Welcoming Specialists and oversees Reception functions, including acting as back up for Reception when necessary.
• Compliance responsibilities:
  • Works in collaboration with Human Resources, Quality/Evaluation, Clinical Programs and other departments to ensure compliance with training obligations on current contracts, state and federal laws and regulations.
  • Collaborates with managers and supervisors to maintain accurate personnel records, and to support compliance with policies and procedures related to training.

Marginal Functions of the Job

• Complete special projects as assigned.

Qualifications and Requirements

• Excellent verbal and written communication.
• Demonstrated organizational skills.
• Prior experience working in a matrix setting with multiple shifting priorities.
• Self-starter, able to successfully identify priorities and move deadline based projects to completion with minimal direction.
• Prior experience in procedure writing for complex processes.
• Prior experience in training coordination and compliance in a nonprofit social service and/or healthcare setting.
• Prior experience with Medicaid, State, and Federal grant funded social service and/or healthcare program regulations.
• Proficient computer skills including Microsoft Office Suite products including Word, Outlook, and Excel.
• Understanding of Women’s Substance Use Disorder and Mental Health treatment preferred.
• Understanding of Trauma Informed Care and de-escalation techniques preferred.
• Driver’s license, good driving record and auto insurance required.

Other Skills Required

• Present with a professional attitude and appearance.
• Ability to demonstrate sound judgement
• Provide excellent customer service
• Strong work history and prior experience with record-keeping responsibilities in a matrix environment.

Working Conditions and Physical Requirements

• All Meta House staff are required to provide proof of vaccination for MMR, Varicella, and annual flu shot.
• Adherence to a non-smoking work environment.

Able to:

• Tolerate occasional hot or cold days.
• Sit or stand for extended periods of time including alternating sitting or standing at will.
• Lift and up to 25 pounds on a regular basis and 40 pounds on occasion.
• Ascend and descend stairs using feet and legs.
• Bend, stoop, twist, squat, and kneel to perform essential functions.
• Reach overhead, and at or below shoulder level.
• Read and enter text or data into a computer or other system.
• Seize, hold, grasp, turn, or otherwise work with hands.
• Touch, pick, punch or otherwise working with fingers.
• Hear, understand, and distinguish speech and/or other sounds in order to communicate with clients and/or colleagues.
• Express or exchange ideas by means of spoken word to impart oral information to clients or the public and convey detailed spoken instructions to others accurately, loudly, or quickly.
• See clearly at approximately 20 inches or less including use of computers or tablet.
• Visually identify clients and others for reasons including, but not limited to security, presence in the building, and medication dispensing.