Administrative Coordinator

Title: Administrative Coordinator (AC)

Department: Community Supports

Reports To:  Community Supports Director  

Date Last Revised:  August 2023    

FLSA Status:  Exempt

Safety/Sensitive Designations: This position is considered safety/sensitive for the purpose of compliance with the Arkansas Medical Marijuana Act 593.

Position Summary

This employee will assist Community Supports by scheduling of DSPs and providing support through administrative duties assigned as they arise.

Primary Responsibilities and Duties

Scheduling Duties:

·   Maintain and coordinate master list of customer/employee schedules to fill shifts as needed.

·   Manage and maintain employee schedules, including changing shifts/employees immediately to ensure customers are staffed appropriately.

·   Update and maintain the system to reflect any changes in schedule due to holidays, vacations, home visits, appointments, or other requested time off.

·   Communicate regularly with staff Direct Care Staff regarding staff assignments.

·   The scheduler will ensure all shifts are filled to meet customer requirements.

·   Will ensure that that the phone list is updated, and current staff information is updated in teams.

·   Communicate as needed with all Community Supports Managers and Community Supports Directors regarding open shifts to keep continuity of customer care.

·   Ensure staff and customers are aware of schedules on a weekly basis.

·   Provide reports to supervisors when requested.

·   Ensure scheduling concerns are reported to management in a timely manner.

New Hire Orientation:

·   Responsible for proctoring New Hire Orientation for new employees on a weekly basis or as needed, including but not limited to:

·   Assuring that all new hire paperwork for employees is completed and uploaded prior to them attending New Hire Orientation.

·   Sends all required documentation to the Team Member Specialist.

·   Assuring the New Hire Orientation process is followed.

·   New Hire Orientation will be held weekly at Merrill in Little Rock.

·   Will conduct special New Hire Orientation sessions as need throughout the state.

·   Will work collaboratively with a team of proctors to assist with New Hire Orientations.

·   Schedules candidates to attend New Hire Orientation.

·  Will maintain Red Cross Trainer Certification to assist with CPR/First Aid/AED re/certification of employees on an as needed basis.

Administrative Duties:

·         Maintains knowledge of DSPs job duties and expectations.

·         May assist in the initial interview screening of potential DSP applicants prior to CSMs contacting.

·         Assists in the auditing process for CSM monthly visits, CQL, and other special projects as assigned.

·         Assures that DSPs remain in compliance with licensure requirements (auto insurance, CPR, etc.) by contacting each employee prior to their expiration, and ensure that required copies are sent to team member services.

Utilization Management:

· Will work directly with the Utilization Specialist to ensure that all Prior Authorizations are requested and received within two weeks prior to the prior authorization end date.

· Including but not limited to:

• Unit cost
• Ancillary budgets
• Budget Summary
• Submission Memo

·   Submits RCWB to Finance and Administration for review via folder structure in Teams.

·   Submits the following to PASSE, following specific PASSE procedure (submission items may include):

• Submission Memo
• Budget Page
• Current PCSP
• ISP Program from Therap (in pdf format)
• Risk Assessment
• Functional Assessment
• Psychological Exam
• Behavioral reports (if applicable)
• Incident reports (if applicable)
• Any other documentation that would assist in plan submission (i.e., doctor visit forms, etc.)

·  Reviews the RCWB submissions to ensure the correct units for submission are reflected.

·  When overages occur in the proposed budget, the AC will work with the Utilization Specialist to request approval through the CFO to proceed with the plan.

·  Will work in collaboratively with the CSM team when new positions or revisions are made to the RCWB.

·  Tracks and submits all Prior Authorizations to the Billing Specialist.

·  Other duties as assigned.

 Management Skills:

· Ability to manage a high volume of incoming calls, while placing several outgoing calls to staff open client shifts, on a timely basis.

· Ability to maintain open communication with CSMs, CSAs, CSDs and all senior management on a regular basis.

· Basic knowledge of Microsoft applications (Excel, PowerPoint, Teams, etc.).

· Maintain a high level of time management and organization skills.

 On-Call Coverage:

· Due to the nature of Community Supports, the AC is expected to be available by phone weekdays outside of business hours to assist with emergencies that may arise.

· The AC will rotate as back up on call to provide support to the Community Supports Manager On-Call for the weekend (Approx. every 4-6 weeks).

· During On-Call hours, the AC will assist with filling open shifts that may arise.

Qualifications/Specifications:

Education: bachelor’s degree (preferred) 

Experience:   Minimum of one (1) year of experience as an administrative scheduler.

Experience as home healthcare agency scheduler preferred. Must be extremely detail-

oriented; must be accustomed to a fast paced, high-volume environment with deadlines,

and last-minute request.

Essential Technical/Motor Skills: Ability to perform tasks efficiently.  Able to type and use computer efficiently.  Able to operate various office equipment such as copier, multi-line phone system, and fax machine. 

Interpersonal Skills: Must be able to successfully interact and communicate with all levels of staff, clients, and customers in an effective manner exhibiting tact, enthusiasm, and patience.  Must be a self-motivator with ability to take ownership of job responsibilities. Must have strong organizational skills.  

Essential Physical Requirements: Requires full range of body motion including sitting, standing, handling, and lifting, manual and finger dexterity, and hand-eye coordination.  Able to lift and carry items up to 25 pounds. 

Critical Cognitive Abilities: Requires excellent communication and organizational skills. Requires reasoning ability, use of independent judgment, and discretion.  Able to demonstrate competence in project management and time management. Requires work with frequent interruptions.   

Essential Sensory Requirements: Ability to respond to staff, customer, and client needs in a timely manner by interpreting verbal and nonverbal expressions.