Office Coordinator

(1) Full-time Monday - Friday 8am - 4:30pm

SUMMARY:

To provide professional, friendly, and quality administrative duties for guests, residents and staff at St. John’s United as well as transportation coordination and initial inquiries from potential staff, patients, residents, guest and volunteers. Under general supervision of the Senior Administrator, this position will coordinate, supervise, and oversee transportation needs, staff, and schedules for residents, at St. John’s United.

ESSENTIAL JOB FUNCTION: Related Responsibilities

• Greets and assists residents, guests, staff, potential employees/residents and vendors.
• Answers SJU’s primary phone line and triage/direct calls professionally and accordingly.
• Provides administrative support, including but not limited to the Administration, Foundation, Business Office, Life Enrichment, Transitional Care, Chapel Court/ELS and Outpatient Rehab.
• Maintain a clean and welcoming environment in the Chapel Court Lobby area with the assistance of Common Grounds staff.
• Work with Life Enrichment staff and Volunteers to engage in the Chapel Court space.
• Completes a variety of word processing and spreadsheet projects including the Staff Phone List, Campus Staff and Resident Birthday and Anniversary calendar, Chapel Court Activities calendar and other projects, as assigned.
• Updates campus Resident and Staff Directory.
• Gives basic organizational information and marketing material, maintains and updates such as brochures and informational packets, gathers and inputs initial profile and situational information from guests wanting information about services at SJU.
• Assists employees and volunteer applicants in completing applications or connecting with the appropriate employees.
• Assist guests for visitation information and protocols.
• Obtains and retains notary of public certification with the purpose of assisting employees, residents and their family members with SJU business appropriate notary needs.
• Sell stamps and meal tickets to residents and guests.
• Manage organizational mail.
• Process and distribute faxes from the secure fax line (i.e. patient/resident referrals, insurance information, physician orders, etc.).
• Performs other assigned duties.

ESSENTIAL JOB FUNCTION: Transportation Coordination

• Coordinates SJU campus bus schedule for appointments and outings, as reported by nursing staff and elders on campus.
• Assist with management and supervision of Bus Drivers and the Volunteer Bus Drivers, as assigned.
• Assists in training, and monitoring bus drivers to ensure the provision of high-quality services to residents.
• Assist in training and vetting resident families for use of the family accessible wheelchair van.
• Assures effective and efficient scheduling of drivers and buses.
• Works with Volunteer Coordinator for volunteer drivers and communicates needs.
• Arranges scheduled and/or back up driving coverage for transportation program.
• Remains knowledgeable on systems and other campus wide department procedures that impact the transportation system.
• Manage resident application process and associated billing with MET Special Transit.

ESSENTIAL JOB FUNCTION: Safety

• Obeys safety rules of St. John’s United.
• Identifies, reports, and/or corrects obvious safety hazards.
• Attends mandatory safety in-services.
• Enforces SJU protocols of safety & security measures outlined by Incident Command for incoming residents, guests, staff, potential employees and vendors.
• Identifies reports and/or corrects obvious operational and vehicle safety hazards & documents any incidents, near misses, and/or PR public complaints.
• Investigates resident and employee incidents, institutes corrective action in a timely manner.
• Shares responsibility for providing and maintaining an environment that is conducive to the safety and physical and emotional well-being of residents and personnel.

ESSENTIAL JOB FUNCTION: Mission/Customer Service

• Supports the growth and actively engages in the Eden Alternative philosophy, including a work environment with plants and animals.
• Follows the St. John’s Guidelines for Customer Service:

• Let the Mission be your guide
• Make eye contact and smile
• Greet & welcome each and every person
• Seek out personal contact
• Provide immediate service-listen & act
• Use appropriate body language at all times
• Be gracious to each & every person

ESSENTIAL JOB FUNCTION: Employee Responsibilities

• Follows policy and procedures on annual TB testing.
• Follows policy and procedures on annual influenza vaccinations.
• Attends all mandatory in-services.
• Has daily contact with the guests, the public, outside vendors and potential employees.
• Maintain and yearly renew Montana State Notary license.

Minimum Requirements: High school diploma or GED. Extensive working knowledge and experience with Microsoft Office software suite and at least 2 years experience in an office or administrative position. Must be a notary or willing and able to apply and secure a notary license with the State of Montana.

Knowledge, skills, and abilities required:

• Ability to work independently.
• Ability to relate well with the public.
• Must possess good telephone etiquette.
• Must possess good writing, verbal and observation skills.
• Ability to communicate and interact effectively in a professional manner.
• Demonstrate exceptional attention to detail.
• Demonstrate ability to provide the necessary support in record keeping and report preparation.
• Must be computer literate with good word processing skills and have a high comfort level with networked computer systems.
• Ability to multitask and type 60 words per minute.
• Ability to respond to management and staff level employees’ needs in a timely and professional manner.
• Establish and maintain cooperative working relationships.
• Ability to evaluate emergency situations and act decisively and effectively to resolve them.
• Ability to perform job tasks following established procedures and reports problems or concerns to supervisor.

PHYSICAL DEMANDS: Requires minimal lifting functions. Requires moderate bending, standing and reaching activities.

WORKING CONDITIONS: Normal office setting. No hazardous material exposure. This position requires the ability to function independently in performing assigned duties.

The examples of essential job functions identify the major duties and requirements for the performance of this job and do not identify all duties, responsibilities and requirements performed by positions in this class.