Administrative Coordinator

Description

Summary/Objective: 

Under the supervision of the Administrative Services Manager, the Administrative Coordinator supports various functions and operations for several Agency Departments utilizing CHJC’s Satellite Office location in Lowville. They are responsible for warmly greeting visitors and ensuring visitors are directed to appropriate personnel. The Administrative Coordinator supports office operations by overseeing scheduling, purchasing, and maintenance of space and agency vehicles. Note: this position is directly tied to expectations of CHJC’s Lewis County office location. It is the expectation that this individual works in the Lewis County office.

Essential Functions:

1. Answers and directs all incoming phone calls

2. Greets and directs all visitors with excellent customer service

3. General oversight of agency vehicle fleet in Lowville:

a. As required, schedules vehicle maintenance appointments (ensures the vehicles are dropped off and picked up for service)

b. Submits necessary billing documents for any maintenance/repairs

c. Oversees the cleanliness of vehicles (schedules cleaning as necessary)

d. Ensures all vehicles are equipped with necessary items (washer fluid, gas cards, AAA cards, snow brush, etc.)

e. In partnership with the facilities team ensures proper and up-to-date vehicle documents (registration, inspection, insurance)

4. Responsible to complete necessary room reservations and RSVPs for special meetings or events

5. Provide in-person office coverage specific to late night hours of clinic operations. 

6. Essential role in inclement weather and office closure procedures

7. Assists with new hire duties:

a. Schedules appointments for new staff to obtain necessary ID/Badges for Canton Office

b. As required, distributes (and tracks) office keys

8. Acts as a liaison with the Landlord and CHJC’s Facilities Director for office-related items/concerns (air conditioning/heat, internet, phones, etc.)

9. Maintains an up-to-date office phone list for Lewis County staff

10. In partnership with Information Technology Department, responsible to monitor the printer/copier/fax machine:

a. Ensures it is serviced properly

b. Ensures ink cartridges are ordered and replaced when needed

c. Keeps IT department informed of all issues

11. Oversees the monitoring and purchasing of office supplies:

a. Oversees inventory of supplies

b. Creates purchase orders

c. Facilitates the purchase of items (regular office supplies and for special events)

d. Responsible for petty cash (distribution and reconciliation)

e. Responsible for credit cards (sign-out, sign-in) and assists in the monthly reconciliation of assigned credit cards

12. In partnership with Marketing and Events Coordinator, assists with the planning for Agency/Department special events:

a. Purchasing of supplies

b. Monitoring of attendance

c. Providing necessary correspondence

d. Orders or arranges for food (meetings, special events)

13. Supports Clinic operations:

a. Schedules necessary appointments (i.e.; mental health, diagnostic, EKG, blood work, genetic testing, etc.)

b. For Lowville Satellite Clinic cases, creates and updates client charts in the EMR

c. Ensures necessary consents are signed and uploaded/completed within the EMR

d. As required, completes appointment reminder calls to program participants

e. Conducts outreach to program participants who miss scheduled appointments

f. As needed, assists with EMR training for staff

Work Environment:

Office environment will require occasional travel to conferences and/or meetings. Works in an office setting with a controlled temperature environment. Occasional exposure to inclement weather conditions may occur depending upon assignments. Exposure to noise and occasional physical activity may occur. May have contact with service recipients that are agitated and/or confused. Some risk is involved working with service recipients with serious mental illnesses.

Physical Demands:

This position involves standing, walking, bending, stooping, and reaching as needed to access files, attend meetings, and interact with staff across departments. Occasionally, the employee may need to lift and carry items weighing up to 50 pounds, such as files. Fine motor skills are essential for typing, writing, and handling documents. This position also demands sufficient visual acuity to read printed materials and computer screens, as well as an auditory ability to communicate effectively in person and through phone or video conferencing. Additionally, occasional travel within the service area may be required for training, and to complete essential fu