Catholic Charities of Madison
  • Madison, WI, USA
  • Salary
  • Full Time


Under the direction of the Director, the Operations Specialist serves as support to the clinical staff.  We are looking for a go-getter who will keep the administrative functions running smoothly. The ideal candidate will be comfortable doing work behind the scenes and be a friendly and welcoming presence for our clients and staff. . As the first point of contact, you will check in new clients and their belongings, give tours of the facility, obtain consent to treat, and take photos of new clients. If you would like to become the "Face of Hope Haven", apply today.


Principle Accountabilities: 

  • Responsible reception coverage, clinical support, ordering supplies, and handling of mail.
  • Supporting clinical staff by preparing documents, copying, filing, mailings, department activity logs and records and relaying messages from callers.
  • Responsible for maintaining the integrity of employee files by creating new hire files, as well as maintenance of existing files.
  • Ensuring employees are scheduled and attend scheduled trainings.
  • Organize and distribute all incoming/outgoing mail.
  • Provide routine and timely updates on key dates, meetings, and special announcements.
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often within set deadlines.
  • Set positive professional tone for office including greeting guests and visitors and ensuring reception and lobby area is kept clean, organized and welcoming, as well as ensuring proper operation of phones and voicemail system.
  • Obtains doctor orders and miscellaneous documents.
  • Count and record client medication at intake.


  • Minimum of an associate degree, but a bachelor's degree preferred.
  • 3-5 years' experience in an administrative setting.
  • Strong communication skills both written and verbal, as well as professional, pleasant phone demeanor.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
  • Demonstrated proactive approaches to problem-solving with strong decision making capabilities.
  • Highly resourceful team-player with the ability to be extremely effective with limited guidance.
  • Ability to handle confidential information with discretion.
  • Must be adaptable and able to embrace changes.
  • Proficient in Microsoft Office (Outlook, Word, Excel, Access, and Power Point) Adobe Acrobat and social media web platforms.


Changing Lives. Serving All. Employing All. The heart of our mission is compassionate, caring services for the poor and vulnerable. 

We serve those in need regardless of religion, race, social or economic status. We serve and employ persons regardless of sexual orientation, religious, ethnic, racial or social background. We are an Equal Opportunity/Affirmative Action employer. We encourage women and minorities to apply.

Employees enjoy a supportive work environment and competitive pay. Full-time employees are eligible for health and dental insurance, 403(b) retirement savings plan, health cafeteria plan, sick pay and generous paid vacation time. Retirement plan offered to part-time employees working 20+ hours per week, as well as pro-rated sick and vacation time.


Catholic Charities of Madison
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