JOB SUMMARY:

The Administrative Coordinator for SWOD is responsible for providing day to day administrative support to the Director and performs duties for the Social Work and Outreach Department. Oversees the reception in-person and by phone communications, ensuring processes are aligned with CBHC strategies. Typical tasks are moderately complex and varied, requiring moderate to intensive analysis.

MAJOR DUTIES AND RESPONSIBILITIES:

Communication

• Reception in-person and by phone (includes basic screening of client need and provision of assistance as appropriate)

• Answers the phone and responds to questions from clients, other coworkers, and public

• Is helpful and professional in working with staff, and contacts in the community

• Maintain departmental records, documents, and reports

• Produces departmental correspondence

• Leads daily communication both internal and external while ensuring adequate coverage for in-person and by phone

• Correspondence is always professional accurate and in a timely manner 

• Checks voice mail and emails on a regular basis and follows up on any unanswered questions 

• Exercises autonomy in performing duties as assigned. 

Checking, Examining, Recording

• Coordinate and execute administrative tasks related to SWOD Director, including but not limited to leave requests, professional expenses, and other administrative tasks.

• Maintains departmental records, reports and documents and data is organized in such a manner to be easily accessible for other in the department.

• Produce accurate and timely minutes which reflect the key issues of assigned meetings.

• Assists in development of departmental reports (routine and ad hoc)

• Coordinates and monitors new intake registration, scheduling process, and all associated follow-up

• Coordinates and monitors internal referrals and all associated follow-up

Planning and Organizing

• Keeps accurate departmental statistics and reports on services

• Analytical and Critical Thinking by monitoring progress towards department goals and quality indicators and creates action plans for improvements as needed.

• Coordinate, schedule and collect agenda items for assigned meetings.

• Maintain accurate calendar for SWOD Director and consider all facets when planning meetings or events.

Critical and Analytical Thinking

• Identifies problem areas within the department and recommends potential solutions.

Integrity

• Handles confidential and non-routine information regularly.

• Works independently and as part of a team on projects.

SKILLS AND ABILITIES:

• Microsoft applications – Excel, Word, Outlook, PowerPoint

• Ability to multi-task

• Excellent communication (written and oral)

• Excellent customer service

• Well-organized, good time management 

• Ability to handle delicate and at times confidential information

EDUCATION AND/OR EXPERIENCE:

• High school diploma or equivalent required

• College education preferred

• Required: At least one year in related experience in administration. 

• Desired: At least five years of related experience in administration. Health care experience and community knowledge preferred.