Administrative Coordinator of Adult Services

The Administrative Coordinator of Adult Services manages the front lobby in a friendly, efficient manner, and provides clerical and administrative support to the programs located in the Center for Adolescent and Adult Autism Services (CAAAS) building. This position supports the Director of Adult Services and VIA’s Finance team in developing relevant systems, managing service authorizations, completing monthly billing reports, and serving as a liaison with support coordinators and DARS counselors to ensure timely funding approval for the services provided in the Adult Services Department. 

Duties and Responsibilities

Administrative Support 

• Answer multi-line phone and direct callers to appropriate employees for VIA 
• Maintain a professional, pleasant appearance and atmosphere in the lobby
• Greet and assist visitors with visitor badges, escort to office/meeting room
• Answer general questions regarding VIA and provide contact information for the appropriate staff member 
• Serve as first point of contact for inquiries for services and parents of students, adult participants, and support coordinators 
• Manage [email protected] email account by answering or forwarding emails to necessary staff
• Manage incoming and outgoing mail and packages including donations, check payments, and cash for the finance department
• Serve as point of contact for copiers (change toner, call for service, etc.)
• Order and maintain inventory for CAAAS (office supplies, coffee supplies, program materials, etc.)
• Manage VIA van schedules for program use, including reporting any maintenance needs to the Facilities Coordinator
• Assist Facilities Coordinator with emergency preparedness drills
• Maintain and update all necessary paperwork in student and adult participant files and perform periodic audits 
• Assist with conference room reservations, preparation for trainings and meetings as needed
• Provide administrative support to CAAAS, including scheduling interviews, meetings, and building-wide events
• Organize and plan spirit weeks for students/adult participants and staff morale, including tracking budgets and coordinating events with all VIA locations
• Assist in coordinating staff morale events in collaboration with VIA’s Engagement Committee 
• Assist administrative team in collecting and tracking data, such as sending and inputting parent satisfaction survey responses, serious incident reporting, and annual restraint data
• Assist with transportation coordination for adult participants, including informing transportation companies of program closures, early dismissals, or correcting errors in transportation schedules
• Manage annual consent paperwork for students and adult participants 
• Assist in training new administrative assistant staff as needed
• Manage student information systems for CAAAS school and adult programs
• Manage general department credit cards, receipts, and purchase requests for CAAAS 
• Manage adult participant personal fund balances as outlined by VIA’s policies 

JCH School and ADS Systems Development and Responsibilities 

• Assist with CAAAS student IEP quarterlies/monthly narratives and send reports to finance department, parents, and school districts on a monthly basis
• Assist with CAAAS student attendance and report card reporting in collaboration with the Administrative Coordinator of School Services. 
• Assist with annual reporting needs for the school and adult programs, including reporting to the Department of Education and to the Department of Behavioral Health and Developmental Services
• Coordinate annual emergency drills in collaboration with school and adult program directors 
• Develop data collection files, tables, graphs, and forms to organize relevant data for ADS in collaboration with the Director of Adult Services and the Risk Management/Quality Improvement Teams 
• Prepare data for and participate in the Adult Services Risk Management and Quality Improvement team meetings 
• Assist with audits as needed in collaboration with the Director of Adult Services and Director of Quality Assurance
• Assist staff in vocational skills training with students and adult participants at the front desk or MAC’s Cafe in collaboration with school and adult supervisors 
• Conduct Monthly LEIE billing fraud checks for ADS staff

Service Authorizations and Billing 

• Manage Total Therapy for the Adult Services Program including updating session times, reviewing weekly reports to ensure notes are completed correctly, pulling billable hours, updating service authorization information from WaMS, etc.
• Manage ADS quarterly and monthly progress reports for DD Waiver and DARS services
• Manage the Adult Services Program’s monthly billing report in collaboration with VIA’s Finance Department
• Ensure monthly hours billed align with approved service authorizations and alert Director of Adult Services if errors occur 
• Manage adult program interest lists and update intake team with new additions
• Manage WaMS website including coordinating with VIA Adult Services staff to submit required documentation on time for annual service authorizations 
• Manage DARS authorizations for supported employment clients 
• Champions special projects as assigned

Position Type 

This is a full-time position. Minimum travel among programs/locations may be required.

Qualifications

• Valid driver’s license required
• High school diploma or equivalent required, Bachelor’s degree preferred
• Two of more years of experiences in an office or administrative support position
• Proficient in using Microsoft Office products (Word, Excel, PowerPoint, Outlook, Google) and Adobe Acrobat Products
• Excellent written and oral communication 
• Ability to prioritize and multi-task in a fast paced environment
• Familiarity with individuals with autism or related developmental disabilities
• Ability to maintain a professional attitude and demeanor when working with students, participants, families, staff and visitors
• Strong organizational and time management skills, with attention to accuracy and detail