Administrative Coordinator

Assists with analysis and implementation of business operations to drive efficient use of programs staff and other resources

Develops and maintains excel spreadsheets and access databases for business tracking and analysis functions.

Handles general office procedures and functions (i.e. accounts receivable, accounts payable, equipment maintenance issues, incoming/outgoing interoffice and snail mail, etc.). Maintains high degree of office organization and efficiency, makes decisions relative to routine administrative and clerical details.

Proofreads and edits all prepared documentation to ensure accuracy prior to submittal.

Arranges and schedules all appointments, interviews, meetings, conference calls for program director.

Provides efficient duplication and collation of documents and reports either within program or through hospital mail room services.

Maintains well-organized business files (hardcopy and electronic) to ensure prompt retrieval of information.

Provides administrative orientation and training of new staff ensuring that initial paperwork is completed and maintains those records.

Conducts routine inventory of department office supplies, materials, and equipment; ordering supplies and services as needed. Manages PeopleSoft and UKG electronic systems for program.

Utilizes EBUY system for purchase order management.

Maintains up-to-date knowledge of program budget and ensures that expenses are not exceeding budgeted amounts.

Oversees and manages the food ordering and maintains proper set up of the kitchen.

Provides administrative support to program and staff members in the program.

Assists with greeting and scheduling vendors, patients, families, and guests of the program. Monitors the traffic flow in and out of the program for customer service purposes and for safety.

Monitors program operations budgets and contracts as required by local, state, and federal agencies.

Assists in developing and updating appropriate policies and procedures for the program in compliance with regulatory agencies and helps maintain current licensure materials as needed.

Assists staff in oversight of and collaboration with contracted services providers for the program (e.g. food services, dietary consulting, housekeeping, maintenance, lab services and hazardous waste contract, etc.).

Conducts ongoing daily inspections of the facility to maintain comfort and to ensure optimal safety, appearance, and maintenance of the program buildings. Works with the McLean Facilities Department in collaboration with the program director to ensure rapid solutions to repair and maintenance issues using subcontractors and vendors (e.g. furniture, accessories, equipment, house interior and exterior, grounds, etc.).

Back up to staff for oversight of daily housekeeping activities

Provides consistent feedback about the maintenance and upkeep of the facility to the program director and McLean Facilities and Business Development departments.

Other duties as assigned by program director.

QUALIFICATIONS:

- Education: Bachelor's degree and 3-5 years of work experience Required. (mental health and/or healthcare organization preferred).

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

-Ability to coordinate data and organize schedules and prioritize resources

- Expertise using Microsoft Office Suite:

- Excel (formulas, pivot tables, lookups)

- Word (form creation)

- Outlook (multiple calendar management)

- PowerPoint (creation of presentations).

- Ability to quickly learn and apply new technology.

- Takes initiative, uses all available resources; ability to prioritize; follows through to completion

- Must be self-directed and committed to excellence and continuous improvement of processes

- Ability to prioritize multiple requests and deadlines while maintaining flexibility and dedication to task

- Preference given to candidates experienced with large data sets, using an online learning system (e.g., HealthStream), and having experience with Epic.