Administrative Coordinator

Position Summary:

Administrative staff perform a variety of duties for the Communications unit. DBHIDS Communications manages internal and external communication efforts encompassing media relations, publications, marketing materials, website design, graphic design, internal communications, advertising, and promotions.

The role involves acting as a liaison between the Director and staff and handling clerical functions including cloud storage, scheduling, and phone inquiries. Responsibilities also include composing correspondence and reports, conducting research, and developing work standards and procedures recommendations. Assignments require familiarity with Departmental functions and are supervised by the Communications Director.

Duties and Responsibilities:

Assisting the Director with communication tasks, administrative details, and budget estimates.

• Serving as a liaison with Departmental managers, staff, and external contacts, responding to queries, and routing communications.
• Coordinating conference calls, virtual meetings, presentations, meetings, agendas, event logistics, travel arrangements, and reimbursements.
• Tracking and updating purchase orders, tax exemption forms, and vendor orders.
• Supporting Communications staff with program policy implementation and communication.
• Coordinating communication program initiatives, acting as a liaison with various groups and individuals.
• Responding to inquiries promptly and diplomatically, forwarding service requests as necessary.
• Compiling data for detailed reports and coordinating document production, printing, and distribution.
• Assisting with external program communications such as memos, reports, online calendar updates, and e-newsletters.
• Performing general administrative tasks including supply ordering, mail coordination, and data entry.
• Scheduling meetings, conference calls, and organizing seminars.
• Assisting with special projects, events, and other duties as assigned.
• Demonstrating proficiency in strategic use of social media platforms for communication, content creation, audience management, and analytics interpretation.
• Performing general duties assigned by the Director and/or Assistant Directors.

Skills Required:

Excellent organization, written and verbal communication; strong computer skills including Microsoft Office (Outlook, Teams, Word, PowerPoint, Excel), MailChimp, Box.com, Google productivity tools (Drive, Docs, Sheets, Slides, Forms); SmartSheet.com; typing speed of 55 wpm.

Education and Experience:

• Equivalent to completion of the high school graduate or equivalent; some college preferred.
• Five years of advanced clerical or administrative work including secretary to managerial or administrative officials or providing complex administrative services.

Essential Functions:

Report writing, business English, spelling, business math, research methods, data analysis, administrative research techniques, collaboration with Director, and representation of Director’s interests.

Learn Departmental operations, interpret reports, make decisions, follow instructions, organize material, develop procedures, present ideas effectively, establish relationships, use computer for data tasks, and apply DBHIDS mission, vision, and values.

Background Checks Required:

• Criminal:
• FBI:
• Child Abuse:

CBH Dashboard Access: Yes No 

Boundary of Authority:

• Reports to:
• Supervises:
• Internal Contacts:
• External Contacts:

Equal Opportunity Employment:

PMHCC, Inc. is committed to equal opportunity. It is our policy to support equal employment for all employees and applicants without regard to race, religion, color, sex, sexual preferences, age, national origin, disability, behavioral health status, military status or any other characteristic protected by law.

Americans with Disabilities Act:

Employees as well as applicants who are currently, or become disabled, must be able to perform the functions of the job with either reasonable accommodation or unaided. PMHCC, Inc. will examine reasonable accommodations on a case by case basis in accordance with the law.

Job Responsibilities:

The statements above reflect the general duties, responsibilities and skills required considered necessary to perform the job functions. This document should not be considered a fully detailed description of all work requirements for the above listed position. Duties may be assigned that are not included in the above job description, and may be changed based on the needs of the organization.