Division Coordinator

Statement of Purpose

The Division Coordinator provides assistance and support to the Divisional Director providing administrative and clinical support. The Division Coordinator will assume responsibility for day-to-day administrative duties of the entire division in the absence of the Divisional Director.

Major Tasks, Duties and Responsibilities

Following is a general listing of the job duties inherent in this position. The Division Coordinator will also perform or delegate other tasks and special projects as assigned or required.

• Assists the Divisional Director with projects involving complex, confidential and sensitive information.
• Understands computer operations necessary for performance of job duties; this may include but is not limited to Windows, Microsoft Office, graphics and other programs as needed. Readily adapts to the changes in computer systems.
• Performs or supervises these tasks:
  • Prepares meeting agendas, records, transcription and distribution of meeting minutes.
  • Prepares clear and accurate correspondence and reports.
  • Answers inquiries concerning activities and operations, making referrals as appropriate.
  • Follows up on complaints and other issues to improve the services provided.
  • Seeks methods to reduce costs throughout the departments; analyzes and establishes priorities; provides justification for new expense requests; participates in the development of an annual operational budget and coordinates projects as approved.
  • Participates in public relations activities, including community education, referral sources and resources, cooperative relationships with other service providers, social service agencies, criminal justice agencies, community based organizations and insurance providers as appropriate based on the needs of the facility or of a specific client(s). Coordinates public relations activities with the Community Relations and Marketing Department.
  • Provides leadership and serves as a positive role model to staff and clients.

• Fills in for the Divisional Director in his/her absence. Represents the recovery center at county, city and other governmental agencies as needed.
• Serves as an ex officio member of the Quality Assurance and Utilization Review Committees.

• Assists in maintaining BHS visibility in the community, including attending appropriate meetings and functions. Represent BHS well at all times.
• Maintains familiarity with BHS polices & procedures, as well as with licensing and certification requirements.
• Carries out safety program in assigned area to achieve and maintain a safe work area and safe work practices.
• Ensures proper and economical use of staff, equipment, supplies, and facility. Ensures that assigned facility area of responsibility is maintained in a good and safe state of repair.
• Provides input into the development and maintenance of policies and procedures
• Recognizes personal issues which may impact job performance and interactions with staff.
• Conveys respect for cultural and lifestyle diversities of clients and staff
• Has basic knowledge of the BHS treatment system, as well as the philosophy and approach of the 12-Step model of recovery (AA, CA, NA, Alanon).

Division Coordinator Competencies and Performance Expectations

The Division Coordinator is expected to:

• Plan, organize and implement daily operations and activities of departments under their supervision, including the entire division in the absence of the Administrator
• Demonstrate effective leadership qualities in day-to-day operation
• Act as a liaison within the facility, BHS and outside agencies
• Effectively communicate internal and/or external information with program staff, other agencies and the community
• Adhere to professional standards
• Maintain health and safety standards of facility
• Manages time efficiently without supervision.
• Demonstrate ethical and professional behavior.
• Communicate clearly & respectfully with clients, staff, peers, supervisors and non-BHS resources.

Prerequisite Qualifications

Following are the qualifications required to perform the essential functions of this position. Qualifications may be subject to modification based on the Americans with Disabilities Act.

• Bilingual abilities may be required within certain BHS programs.
• Must have a high school diploma or equivalent with a minimum of two years’ general office experience. Knowledge of alpha and numeric filing systems. Proper English and grammar skills. Some knowledge of resources for target population and client confidentiality regulations. Proficiency in MS Windows, Word, and Excel. Skills in MS Access, Publisher or ability to self-teach. Ability to use and maintain a variety of office machinery, including copy and fax machines and laser printer. Must have ability to communicate effectively both verbally and in writing. Must possess good listening skills and the ability to follow directions. Ability to work with others, including other professional and paraprofessional staff and volunteers. Must have positive, professional attitude, sincere interest and desire in working with target population; patience and compassion, sensitivity to culture, attitudes, beliefs and knowledge of target population.
• Completion of a state-recognized chemical dependency counselor certification or a related license, such as MFT, LCSW, or licensed psychologist, is required prior to employment. Failure to maintain certification or licensure will result in loss of
• employment.
• Must have valid California driver’s license and liability insurance for driving personal vehicle for reimbursable mileage while on BHS business, generally short distances.
• Able to stand, stoop, bend, squat and reach for purpose of performing job duties such as handling materials stocked on shelves, filing, and handling and sorting mail. Routinely lift and move items weighing up to ten pounds; is expected to ask for assistance and use dolly or cart for any heavy items. Vision, hearing, manual dexterity and eye-hand coordination must be adequate to answer telephones, use keyboard, and write messages.

The above statements reflect the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all the work requirements which may be inherent in the position.