Administrative Coordinator - Full Time

Overview:

Job Summary:

Key Responsibilities:

Administrative & Program Support

• Provide clerical and administrative support to multiple POWER programs, including scheduling, document preparation, editing, data entry, record maintenance, word processing, filing, copying, faxing, and other routine office tasks.
• Maintain calendars/schedules, to include scheduling and coordinating meetings, interviews, and client Telehealth appointments.
• Prepare agendas, take meeting minutes, send reminders, distribute memos and assist with program communications at the direction of program management.
• Create and maintain spreadsheets, PowerPoint presentations, program files, records, logs, and reports including relevant program manuals, policies and procedures, and forms.
• Complete data entry in the agency’s electronic medical record (EMR) system, verify documentation for accuracy and upload documents in client records when applicable.
• Review and verify client insurance eligibility as applicable.
• Maintain accurate and confidential program records in compliance with POWER policy, HIPAA, DDAP, and other regulatory bodies.
• Prepare routine and ad‑hoc reports, spreadsheets, and correspondence.
• Maintain inventory of office and reception supplies.
• Manage transportation support.
• Maintain compliance with POWER policies and procedures
• Become knowledgeable of DDAP and other regulatory body standards.
• Comply with all safety and security policies and procedures

Reception Support

• Support main reception area for the facility, greeting and directing visitors, clients, and staff with efficiency while maintaining POWER’s customer service expectations.
• Answer, screen, and route incoming calls; respond to general inquiries.
• Maintain a safe, orderly, and professional reception area.
• Manage visitor sign in procedures and adhere to security protocols.
• All other duties as assigned.

Minimum Qualifications:

• High School diploma or equivalent. Associate degree in business or related field preferred.
• 1-3 years as an administrative assistant or similar role
• High level of informational technology (IT) proficiency
• Act 73, 33, and 34 clearances required

Skills and Competencies:

•  Demonstrates a high level of professionalism.
• Demonstrated ability to manage multiple competing priorities from multiple leaders with ease.
• Highly Tech Proficient - Tech Savvy and highly Proficient in Microsoft Office 365, Word, Excel with some advanced, SharePoint, and the capability to learn new systems with ease, to include POWER’s Electronic Medical Record.
• High attention to detail, accuracy, and confidentiality.
• Exceptional customer experience and communication skills.
• Highly empathetic and non-judgmental.
• Maintains discretion and handles sensitive information with integrity.
• Reliable, team player, and sharp critical thinking skills.
• Ability to function with a high level of autonomy and strong critical‑thinking skills.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively across programs.

• Full-time on-site position.
• Mostly sedentary office work with walking between program desks and areas,
• Occasional lifting of boxes <20 pounds.