Administrative Coordinator, New Jersey Services, Full Time

ESSENTIAL JOB DUTIES

OFFICE MANAGEMENT

  • Acts as main interface with MHP administrative departments.
  • Processes MHASWNJ donations and forwards to Finance.
  • Inspects building on a regular basis to identify facility needs.
  • Responsible for Facility and IT requests for NJ building.
  • Maintains inventory and orders office supplies and equipment.
  • Coordinates vendor relationships and appointments.
  • Acts as a liaison to the property manager and facilities.
  • Greets visitors and answers main phone line.

ADMINISTRATIVE

  • Prepares, composes, updates, monitors and edits internal and external correspondence, forms and reports.
  • Planning-schedules and tracks meetings and appointments. Maintains daily staff calendar.
  • Prioritizes and tracks time-sensitive events and assignments to ensure timely completion.
  • Prioritizes, anticipates, assesses and supports supervisor(s) as needed.
  • Coordinates and tracks expense receipts and other fiscal information for submission to Finance.
  • Establishes, updates and maintains manual and automated filing systems to store and track records and confidential information ensuring accuracy and completeness.
  • Participates in special projects as requested. Gathers information and generates reports as needed.
  • Monitors and runs employee driver's license reports every 6 months.
  • Monitors office calendar of NJ staff.
  • Screens, reviews, distributes and prioritizes all correspondence and telephone calls as necessary.
  • Prioritizes mail and email and responds to correspondence as appropriate.
  • Coordinates participant events meetings and events by providing administrative support.
  • Ensures office supplies are ordered in a timely manner.
  • Coordinates maintenance and servicing of department and client equipment.
  • Coordinates conference call calendar

ELECTRONIC HEALTH RECORDS (EHR)

  • Acts as a super user of the EHR system and produces reports at the Director level.
  • Enters data into the system onto MAPS and Credible.
  • Conducts audit of data on a regular basis with other EHR super users.
  • Acts as a registrar for the system when needed.
  • As a technical expert, assists Director to produce reports as needed.
  • Scans selected documents as applicable and attaches to EHR record.
  • Acts as liaison with fiscal department for insurance and billing questions and issues.
  • Maintains EHR application status by attending all related trainings, priority review of EHR user related e-mail notifications, and coordination of application updates for responsible teams.
  • Develops standard reports from EHR as needed.

OTHER DUTIES

  • Assess, prioritize, and support supervisor(s) as needed.
  • 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 - Compliance or Human Resources.
  • Must exemplify and model the values of MHP's recovery oriented principles of Respect, Personal Responsibility, Self Determination, Hope, Support, Empowerment, Cultural Awareness, Education and Learning, and utilizing a Strengths-Based perspective when performing job duties and encourage others to do the same.
  • Conduct other duties as assigned to fulfill MHP's mission.

ENTRY LEVEL REQUIREMENTS

  • Associate's Degree. Bachelor's degree preferred.
  • Minimum of 3-5 years of Administrative experience; at least two years relevant office  management experience preferred
  • Intermediate to advanced computer skills
  • Ability to work collaboratively with staff and external organizations
  • Excellent coordination skills, including multitasking and setting priorities on work assignments as demonstrated by prior experience
  • Ability to work effectively with diverse population both internally and externally; demonstrates awareness and value of cultural competence
  • Strong work ethic and customer service skills, attention to detail and responsiveness to internal and external clients required.
  • Must be able to independently perform administrative assignments with a high degree of accuracy and under minimal supervision.
  • Exercise good judgment in safeguarding confidential or sensitive information.
  • Establish and maintain effective working internal and external relationships
  • Ability to research and reconcile inaccuracies and errors in documents, computer printouts and other written materials.
  • Ability to read, comprehend, and interpret written materials of moderate to complex difficulty.
  • Effectively communicate both orally and in writing.
  • Identify problems and analyze alternatives to develop viable recommendations
  • Must have excellent Excel, Word and PowerPoint skills
  • Ability to maintain confidentiality with compensation data
  • Ability to work occasional over time as required and to manage tight deadlines
  • Excellent writing and verbal communication skills and interpersonal skills
  • Ability to work independently on multiple tasks with varying priorities. Must be able to meet deadlines.
  • Proven problem solving ability.
  • Self-starter with excellent organizational and anticipatory skills with good follow-up
  • Strong competencies in time management and organizational skills so that multiple tasks can be completed.