Administrative Coordinator, Institute@MHP

COME BUILD HOPE WITH US!

The Administrative Coordinator is a Full Time role located in Philadelphia, PA. The successful candidate will work 35 hours per week, Monday - Friday, 9:00 AM - 5:00 PM. Full Time staff are eligible for all of our exciting benefits, including health insurance and over five weeks of paid time off!

ESSENTIAL JOB DUTIES

  • Answer all incoming phone calls and e-mails and forward to appropriate staff; resolve inquiries related to training events.
  • Schedules training, meetings and appointments. Prioritizes and tracks time-sensitive events and assignments to ensure timely completion.
  • Set up training room; copy and distribute materials and training certificates in preparation for training; coordinate shipping of materials to conferences and training sites as needed.
  • Organize and manage filing system, maintain accurate records of individual student's scores, certificates, summary evaluations and notices of certification. Process requests for duplicate certificates.
  • Perform photocopying, scanning and collecting documents as needed to support training events. 
  • Order food (for conferences), office supplies from office supply vendor(s), and book travel for Institute staff.
  • Ensures timely and accurate data entry and processing of specified EHR data, i.e. data entry, data analysis, reporting, auditing, scanning and attaching documents to EHR records, etc.
  • Acts as the subject matter expert on the EHR system for assigned program and assists staff in performing the assigned EHR functions; attends EHR training as required.
  • Take meeting minutes and type memos, correspondence, reports and other documents as directed by supervisor. 
  • Assist our training affiliate Peer Support Advocacy Network, (PSAN). Process training paperwork in a timely manner, deliver certificates prior to end of training, troubleshoot and other related duties as assigned.
  • Assist in stakeholder outreach via postal and electronic mailings.
  • Provides front desk coverage backup if required.
  • Reports any activities that may violate established laws, regulations, policies or procedures. Raises questions about any actions contrary to law or policy taken by another staff member or employee or yourself, and reports the matter to management or to the Director - Quality Improvement & Compliance and/or Human Resources.

ENTRY LEVEL REQUIREMENTS

  • High school diploma required; Associate's or Bachelor's degree preferred.
  • Minimum of 3 years of related work experience (including internships and volunteer work).
  • Must possess basic computer skills to perform job duties including desktop computing, e-mail, time sheet management, electronic health records, internet research, etc. and the ability to learn software applications relevant to your position. Computer proficiency and technical aptitude with the ability to utilize and produce reports on Microsoft Word, Excel, etc.
  • Must be able to work under pressure and meet deadlines while maintaining a positive attitude and providing exemplary customer service.
  • Strong skill sets in oral and written communication, interpersonal relationships and teamwork, attention to detail, customer service, time management, autonomy, problem solving and organization.
  • Effective project and process management skills as demonstrated from past work experience. 
  • Ability to exercise good judgment in safeguarding confidential or sensitive information.
  • Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.

ABOUT MHP

Mental Health Partnerships (MHP) seeks to empower individuals with mental health challenges to live full and satisfying lives, based on their specific needs and choices, all while remaining connected to their families, friendships and communities.

MHP offers over 40 services throughout the Greater Philadelphia region and beyond, including Bucks, Chester, Delaware, Montgomery and Philadelphia counties in Pennsylvania, and select locations in the states of Delaware and New Jersey.