Job Title: Administrative Coordinator

Department: Prevention

Reports To: VP of Prevention Programs

Location: Wellness Center: 3144 Third Ave

Job Summary:

The Administrative Coordinator will be responsible for all administrative support activities of the Prevention Wellness Center office. The Administrative Coordinator will manage the department’s administration systems and general workflows, operate multiline telephone system to answer and direct incoming calls to appropriate personnel, meet, greet and direct clients and other visitors to appropriate personnel and be responsible for all reception area and front desk monitoring and reporting. The Administrative Coordinator will supervise all front desk support teams, manage tracking and reconciliation of departmental incentives and program cash-equivalents and maintain a central filing system of all departmental operations. The Administrative Coordinator will support the VP of Prevention Programs on all Wellness Center administrative tasks

Primary Duties & Responsibilities include, but are not limited to:

· Meet and greet all visitors and clients in courteous, professional manner. Direct all visitors and clients to appropriate personnel. If necessary, determine nature of business, and announce visitors to appropriate personnel.

· Answer incoming telephone calls, screen calls to determine purpose of callers, and forward calls to appropriate personnel or department. Retrieves messages from voice mail and forward to appropriate personnel.

· Take and deliver messages or transfer calls to voice mail when appropriate personnel are unavailable.

· Answer questions about BOOM!Health and provide callers with address, directions and other agency information.

· Monitor reception area and visitor access and ensure area is clean and organized

· Sort and distribute incoming mail and faxes to all staff as appropriate.

· Monitor and maintain general office supplies for site. Dispense supplies to staff as necessary, and order supplies from Purchasing Manager as necessary.

· Prepare monthly office/program supply inventory and work with purchasing to ensure the regular supply of office/program materials

· Contact equipment vendors or appropriate party for repairs and maintenance, including photocopy machine, fax machine, water cooler, etc.

· Maintain conference room schedule and update IT if there are any technical issues or needs for meetings or groups

· Provide administrative support to the VP of Prevention Programs in the preparation, collation and typing of documents, meeting minutes, appointments and other related administrative tasks

· Track and manage distribution and reconciliation of all incentives, metro-cards, petty-cash and other program cash-equivalents

· Occasionally traveling off-site to deliver reports, files or pick up of departmental supplies

· Train, onboard and supervise junior administrative/reception staff

· Delegate tasks to administrative staff and monitoring daily operation

· Maintain schedule of front desk coverage including contingency coverage plans

· Enter program data, conduct routine data entry audits, generate data tracking reports and submit monthly aggregate YTD performance reports to VP of Prevention Programs

· Prepare bi weekly and monthly operational reports to the VP of Prevention Programs

· Identify opportunities to improve program/departmental policies, procedures or objectives

· Operate office equipment including printers, copiers, fax machines and multimedia instruments and communicate with IT repairs and track updates

· Coordinate routine pick-up of bio-hazard material, ensure proper disposal, storage and handling

· Coordinate routine controls of program medical supplies, including room and equipment temperature checks and report findings to VP of Prevention Programs

· Other duties as assigned by VP of Prevention Program

Qualifications/Criteria:

· Associate Degree with minimum of 1 year experience (paid, peer or volunteer in front desk/reception operation).

· Knowledge of HIV/AIDS prevention, sensitivity with PLWHAs.

· Knowledge of community resources.

· Excellent verbal and written communication skills, including strong interpersonal and organizational skills

· Strong computer skills and knowledge including MS Word, Outlook, Excel, and other software.

· Bilingual (English/Spanish) preferred

· We follow the NYC Workplace Vaccination requirements.

Education:

· Associate Degree with at least 1 years of relevant experience;

DISCLAIMER:

The statements herein are intended to describe the general nature and level of work being performed for this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for this position. Argus Community, Inc. reserves the right to change, add, or delete, at any time, any part of this job description to meet the needs of the Agency.

Job Type: Full-time

Pay: $44,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Bronx, NY 10451: Relocate before starting work (Required)

Work Location: In person