POSITION: Rehabilitation Services Associate
REPORTS TO: Director of Rehabilitation Services
The Rehabilitation Services Associate (RSA) reports to the Director of Rehabilitation Services and provides administrative and accessibility support to LightHouse rehabilitation training service staff (including blind, deaf and deaf-blind; full and part-time staff) and supports program needs. The primary purpose of this position is to ensure Rehabilitation Services staff are provided with efficient, accurate and student-processing support. The RSA skills are imperative to ensure that the rehabilitation teaching staff can provide smooth and effective training to students in all locations. The RSA is a valued team member where thoughtful problem-solving and mutual support is integral.
Effective and professional interpersonal communication skills to support staff and students via email, phone and in-person is paramount, as is the ability to work and collaborate with colleagues to facilitate and prioritize the flow/process of all administrative support needed for teaching success. Multitasking, follow through and flexibility are essential. Strong ability to work within a database system and solid understanding of the importance of data integrity is critical. The RSA must be able to handle all aspects of office work: problem-solving, setting clear timelines, adhering to deadlines, and demonstrating detail and accuracy in all aspects of data entry and grant reporting, using a database system.
Finally, the RSA will provide visual support for staff to remove inaccessible barriers, report writing and communication with students for scheduling appointments, and securing all details associated with the LightHouse Student Residence.
The work area of the RSA is located in an open work environment, thus ability to work in respectful low-noise areas, including working around guide dogs, is essential. The RSA must be flexible to travel to satellite locations including Berkeley, San Rafael, Fairfield or Napa as needed by the program. Travel may occasionally include an overnight stay or late evening work depending on the program needs.
Education or equivalent: Bachelor’s Degree with concentrations in English, liberal arts or communications a plus.
Experience: Two years’ experience in administrative support or related field; a background in non-profits desirable.
- Excellent verbal and written communication skills, flexible, detail-oriented.
- Ability to manage multiple projects with precision and a high degree of organization.
- Must have strong interpersonal skills, patience and ability to relate to a diverse staff and student population.
- Strong skills in Microsoft Office Suite. Advanced use of Excel is essential.
- Strong ability to work within a database system. (Salesforce is used at the LightHouse.)
- Strong familiarity with social media a plus.
- Must have valid California Driver License and be willing to drive.
- Must have a desire to work with colleagues and find pleasure and purpose in what you do, as we strive to be mentors to the students we teach.
Must be able to: Carry or transport 20lbs; sit at a desk and perform computer-intensive work for long periods of time; operate standard office equipment; travel independently.
- Data entry of vendor authorizations and associated student medical and non-medical files (Department of Rehabilitation, Regional Center, Veterans Administration) and timely communication to staff regarding assignments.
- Maintaining timely correspondence with the Department of Rehabilitation, Regional Center, Veterans Administration and other entities requesting training services.
- Ensuring complete student files, both electronic and hard copy files.
- Assisting with student and grant billing, staff reimbursement and record management of purchases of goods and services. Facilitating purchase authorizations, billing forms, etc.
- Understanding and fully utilizing Salesforce database, including entering authorizations and generating data reports.
- Work collaboratively with Database Administrator and internal Finance staff to ensure all monthly and quarterly reports are produced efficiently and with accuracy.
- Prepare and proof documents and correspondence as requested.
- Develop and maintain mailing lists for vendors and outreach to service providers, and others.
- Assist service providers in maintaining grant records and other responsibilities.
- Assist with monthly client billing.
- Reading and clerical support for blind/low vision staff and students (completion of inaccessible documents such as timesheets, purchase orders, receipt backups and other access issues).
- Ability to guide and work with volunteers and interns within the department.
- Producing information in Braille (LightHouse will provide training) for the department.
- Punctual attendance at staff meetings and trainings.
- Maintaining client confidentiality internally and externally.
- Providing back-up reception and visitor check-in for the LightHouse as needed.
- Provide driver support for Rehabilitation Services.
- Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
LightHouse for the Blind and Visually Impaired is an equal opportunity employer to all. We strive to maintain a scent-free environment and a drug-free workplace. We also operate under a mutual “employment at will” policy.
Please submit a cover letter and résumé as Word attachments (no .PDFs please), to firstname.lastname@example.org, including the job title in the subject line. We will not consider videos or hyperlinks to online profiles. Due to time constraints we will only respond to complete submissions in which there is serious interest; thanks for your understanding.