Administrative Coordinator Community Behavioral Health Programs
Full Time
Boston, MA 02118
Posted
Job description
Job Description
POSITION SUMMARY:
Provides complex administrative support in preparation and completion of all administrative duties and department projects. Responsible for various aspects of office operations including preparation of spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, taking minutes of meetings, sorting and distributing mail, responding to inquiries, triaging and routing calls, maintaining and updating contract database, assisting with new hire processing and other personnel related items.
Position: Administrative Coordinator, Community Behavioral Health Programs
Department: Psychiatry
Schedule: Full Time
ESSENTIAL RESPONSIBILITIES / DUTIES:
Administrative & Office Support
Grant & Funding Support
Other duties
(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).
JOB REQUIREMENTS
EDUCATION:
EXPERIENCE:
KNOWLEDGE AND SKILLS:
SOCWKR
Req id: 29150
POSITION SUMMARY:
Provides complex administrative support in preparation and completion of all administrative duties and department projects. Responsible for various aspects of office operations including preparation of spreadsheets, charts, correspondence, scheduling meetings, managing calendars, maintaining office inventory, ordering supplies, taking minutes of meetings, sorting and distributing mail, responding to inquiries, triaging and routing calls, maintaining and updating contract database, assisting with new hire processing and other personnel related items.
Position: Administrative Coordinator, Community Behavioral Health Programs
Department: Psychiatry
Schedule: Full Time
ESSENTIAL RESPONSIBILITIES / DUTIES:
Administrative & Office Support
- Create Word documents/correspondence, Excel spreadsheets, PowerPoint presentations, and Access databases. Generate, proofread and edit correspondence for content and grammatical correctness.
- Oversees purchasing and reimbursement activities for CBHC programs
- Monitor and maintain inventory of office supplies and equipment for CBHC. Call for repairs when equipment malfunctions and submits services requests
- Monitors utilization of space across multiple disciplines who are part of the CBHC
- Coordinate onboarding process and complete administrative onboarding steps for new providers, staff, trainees and students of the CBHC
- Orient and provide training and oversight to volunteers and student interns.
- Assists PI in preparing for publication and proofreading scientific manuscripts, bibliographies, and articles.
- Reports property malfunctions to proper authorities.
- Responsible for mail pick-up and distribution as needed for CBHC
- Maintain updated list of CBHC provider and staffs, phone numbers, extensions and maintain program listservs
- Point person for receiving and triaging student internship and volunteer requests
Grant & Funding Support
- In collaboration with the Principal Investigator(s), coordinates CBHC grant proposal submissions and reports, including monitoring of grant compliance, managing contract and fundraising databases, tracking donations, acknowledging gifts, drafting of proposals and reports (including budgets and budget documents).
Other duties
- Adapt to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage, adjusting assignments, etc.
- Provide general clerical support including: filing, making appointments, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database.
- Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
- Utilize hospital's behavioral standards as the basis for decision-making and to facilitate the hospital and the department's mission.
- Follow established hospital infection control and safety procedures.
- Perform other duties as assigned or as necessary.
(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).
JOB REQUIREMENTS
EDUCATION:
- Associate's degree (or equivalent) in Business Administration, Business Management (or related field) plus 3 years related experience. Will consider equivalent combination of formal education and experience, i.e. HS/GED plus 5 years related experience.
EXPERIENCE:
- Candidates with a Bachelor's degree must have at least 1 year of administrative or office experience.
KNOWLEDGE AND SKILLS:
- Superior verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
- Highly proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers.
- Ability to work independently and exercise independent judgment
- Excellent organizational skills, including strong attention to detail and the ability to manage time effectively.
- Effective interpersonal skills to interact appropriately with all levels of staff and external contacts.
- Strong problem solving skills.
- Proven ability to maintain strict confidentiality of all personal/health sensitive information.
SOCWKR
Req id: 29150
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