Program Administrative Specialist

HOURS: 20 to 25 hours per week (part-time)

FLSA CATEGORY: Non-Exempt

REPORTING TO: Program Director, HICAP

LOCATION: Orange County

Health Insurance Counseling and Advocacy Program (HICAP) is a program of the Council on Aging-Southern California (COASC), a private, nonprofit corporation serving older adults and individuals with disabilities since 1973. The mission of COASC is to promote the independence, health, and dignity of older adults through compassion, education, and advocacy.

HICAP is a program that serves Medicare beneficiaries and individuals soon eligible for Medicare at any age. The goal of this program is to provide objective counseling, assistance and education with Medicare and related health insurance plans, and long-term care planning, services, and supports.

PURPOSE OF WORK: To provide administrative related support to HICAP.

RESPONSIBILITY: Provide program administrative support, maintain program information in applicable databases, prepare reports, maintain applicable hardcopy files, answer and refer incoming calls, assist with drafting publicity materials, including social media.

JOB REQUIREMENTS (Including but not limited to):

• Maintain complete and current counselor records, hardcopy and electronic
• Prepare reports of case and training hours to assure compliance to program requirements
• Collaborate with staff to coordinate volunteer recognition events; training sessions
• Interact and communicate with staff and volunteer counselors on a variety of topics
• Create reports, charts and other documents using Microsoft Excel, Word, PowerPoint, Publisher. Working knowledge of graphic design tools (e.g. Canva) helpful
• Conduct research and compile results using a variety of internet search engines
• Complete HICAP new counselor training to obtain an overview of Medicare insurance
• Provide Program Manager with support to meet contract administrative requirements
• Answer and refer incoming calls from individuals seeking HICAP related services
• General administrative tasks such as maintaining inventories of supplies and materials, ordering supplies, coordinating/scheduling meetings and training sessions
• Other duties as assigned by supervisor. May be required to work a flex schedule for weekend or after hour assignments.

QUALIFICATIONS:

• Bachelor Degree in Human Services, Social Science, Gerontology, or related field. Relevant experience may be considered in lieu of degree
• 5 years work experience with the older adult community
• Fluency in a second language preferred (e.g., Spanish, Farsi, Mandarin, Korean)
• Excellent written and verbal communication skills
• Proactive, self-starter capable of working with limited supervision
• Well organized with the ability to multi-task and work within defined deadlines
• Ability to maintain objectivity in reviewing and documenting counselor-related information
• Power-user level with Microsoft 365 products – Excel, Word, Power Point, Publisher
• High skill level conducting internet searches across multiple platforms
• Possess an understanding of modern office practices
• Ability to work effectively with people in a variety of situations
• Valid California driver’s license, proof of insurance and reliable transportation
• Proof of eligibility to work in the United States
• Successfully complete a Live Scan fingerprint/background check

WORKING CONDITIONS: The physical demands described here are representative of those that must be met by the employee to successfully perform the functions of the job. Reasonable accommodation will be made to enable individuals with disabilities to perform this job. While performing the duties of this job the employee will be required to sit for periods of time. Standing, walking and bending are required movements. The employee will occasionally need to lift at least 20 lbs.

CONDITIONS OF EMPLOYMENT: The ability to transport oneself to needed appointments with reliable transportation is required. Occasional overnight travel may be required.

EQUAL EMPLOYMENT OPPORTUNITY:

The Council on Aging – Southern California is committed to a policy of equal employment opportunity. All qualified applicants will receive consideration for employment without regard to race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status.