Administrative Coordinator

Th Administrative Coordinator for Hopewell Center is responsible for facilitating the efficient operation of the organization through comprehensive administrative support.                        

DUTIES:

• Coordinates and provides comprehensive administrative support to the President/CEO and other department heads and staff including but not limited to typing correspondence reports filing scheduling appointments making telephone calls and serving on agency safety committee.

• Supervises and directs daily activities of office support staff including interviewing hiring training assigning work evaluating employee performance and providing corrective instruction. 

• Attends and takes minutes at the Board of Directors meeting and committee meetings completing agendas minutes and other related materials. Plans and prepares board lunches. Prepare all the necessary materials in an organized packet for each board member prior to meetings. Sends meeting reminders and tracks board member attendance.

• Is a member of the agency management team.

• Provides administrative support to the HR Director by maintaining personnel files tracking inservice training records and submitting initial workers compensation claims. Maintains EEO compliance logs and assists with key HR functions including background checks drug screen coordination and reference verifications.

• Coordinates and conducts the purchases of agency office supplies in a costeffective manner that assures ready availability of necessary items to authorized personnel.

• Acts as the Hopewell Center HIPAA Security Officer.

• Builds a strategic and comprehensive privacy program that defines develops maintains and implements policies and processes that enable consistent effective privacy practices which minimize risk and ensure the confidentiality of protected health information (PHI) paper and/or electronic across all media types. Ensures privacy forms policies standards and procedures are up to date.
   
• Assure documentation of receipt and acknowledgement sent for all received donations. Assures the receipt and log documentation for any cash or checks received in person or opened by mail by front desk staff.

• Maintains and assures receipt of current drivers license and automobile insurance for all applicable employees.
   
• Conducts related ongoing compliance monitoring activities including risk assessment/analysis in coordination with the organizations other compliance and operational assessment functions.
   
• Takes a lead role to ensure the organization has and maintains appropriate privacy and confidentiality consents authorization forms and information notices and materials reflecting current organization and legal practices and requirements.

• Oversee develop and deliver initial and ongoing privacy training to the workforce.
   
• Establish and administer a process for investigating and acting on privacy and security complaints.
   
• Tracks and analyzes consumer incident reports and summarizes quarterly.
   
• Collaborate with the HR Director to facilitate new employee orientation and support onboarding activities ensuring a smooth and welcoming start for all new hires.

• Maintains and assures OIG checks on a quarterly basis for employees and applicable contractors.

• Oversees assignment of agency vehicles for staff as needed. 

• Recommends purchases and maintains all office equipment arranging for service and repair as needed.

• Serves as backup for telephone system and front desk area; answers telephone and greets agency visitors consumers and their families determines nature of call assists and/or directs to appropriate individual.

• Conducts ongoing background checks for applicable staff.

• Responsible for electronic sign messaging.

• Maintains a checkout system for agency keys opens and/or secures administration doors at the beginning and end of business day.

• Maintains documentation of inservice training for all staff.

• Oversee the submission of required paperwork for fundraising events. Oversee ticket sales table reservations invoicing of sponsors creation of fundraiser program and all printed material.

• Performs related duties as assigned assuring the best interest of both the agency and the consumers welfare.

Qualifications :

• Must possess high school diploma or its equivalence and previous business and/or administrative experience.

• Knowledge of: HIPAArelated rules and regulations; techniques of administrative and organizational systems analysis; principles and practices of project planning monitoring and evaluation; methods of research including the use of automated systems; effective interviewing and investigation techniques; computer software including word processing spreadsheet database and security programs; operation capacity and capabilities of current information technology equipment; data administration including the categorizing storing and dissemination of information; standard English usage and grammar.

• Ability to: read learn understand and interpret the Health Insurance Portability and Accountability Act; learn other relevant information privacy laws related to access and release of protected medical information; research analyze and apply legislation and legal precedents to resolve issues; communicate effectively both verbally and in writing; make independent decisions; analyze situations and take appropriate action

• Thorough knowledge of standard office procedures and routines and ability to apply such knowledge to a variety of interrelated processes tasks and operations.

• Ability to supervise and direct activities of office support staff including interviewing hiring training making work assignments evaluating performance and providing corrective instruction.

• Knowledge of standard English grammar spelling and punctuation with ability to proofread documents type with speed and accuracy and take accurate and thorough meeting minutes.

• Ability to operate a variety of office equipment including computers and printers copier postage meter FAX machine and telephone.

• Ability to follow verbal and written instructions and perform duties under minimal supervision. 

• Ability to effectively complete assignments amidst frequent distractions interruptions and service to the public.  Ability to work under pressure and meet formal deadlines.

• Ability to follow all personnel policies and rules of the organization. 

• Ability to maintain confidentiality as it related to Board & personnel business.

• Ability to effectively communicate with agency superiors board members and other personnel consumers and their families and the general public.

• Ability as first contact to represent Hopewell Center in a professional courteous and caring capacity.

Additional Information :

All your information will be kept confidential according to EEO guidelines.

Remote Work :

No

Employment Type :

Fulltime