Administrative Support & Database Coordinator

Bucks County Drug & Alcohol Commission, Inc. is seeking a full-time highly organized and detail-oriented Administrative Support & Database Coordinator with strong database, reporting, and customer service skills. This role is ideal for someone who excels at managing and exporting data from multiple systems, creating reports and serving as a professional to all community visitors and callers.

The successful candidate will provide critical operational and administrative support to agency leadership and Approval of Care (AOC) team while ensuring data accuracy, reporting compliance, and efficient office operations.

Key Responsibilities

Administrative & Front Office Support

• Receive and direct visitors upon arrival at office.
• Answer general Agency in-coming calls and direct callers as appropriate.
• Coordinate stakeholder and community communications, including scheduling and meeting logistics.
• Maintain office and harm reduction inventory (including Narcan), fulfill monthly supply requests, and assemble/distribute kits as needed.
• Support community events by preparing and organizing materials for event staff.
• Format and maintain AOC policies, procedures and resource lists; manage reporting calendars and ensure timely deliverables.
• Maintain and update organizational provider contact list.
• Provide cross-coverage for administrative staff and assist Management with special projects.

Data Management & Reporting

• Manage, export, and enter data across databases (REDCap and PA-WITS), including processing daily referrals and cross-checking client information.
• Provide technical support to staff on reporting and data systems.
• Maintain AOC reporting schedules and ensure timely submission of all deliverables.
• Prepare monthly AOC reports, including data compilation, verification, and Quality Assurance reporting.
• Maintain credentialed assessor records, including status tracking and monthly performance reporting.
• Oversee outpatient workflow processes by reviewing pending reports, resolving missing documentation, and approving completed submissions.

Qualifications

Required:

• Associate’s or Bachelor’s degree in Business Administration, Public Administration, Data Management, or related field (or equivalent experience).
• 3 years of administrative and/or database support experience.
• Strong experience working with multiple databases and exporting/importing data.
• Proficient in Microsoft Windows 10 and Microsoft Office Suite (Outlook, Word, Excel, Access) with advanced proficiency in Excel.
• Demonstrated ability to independently manage projects from initiation to completion.
• Highly organized, detail-oriented, and able to multitask while meeting deadlines in fast-paced environments.
• Strong time management, analytical thinking, and active listening skills.
• Effective written and verbal communication skills.
• Self-starter who is adaptable, tech-savvy, and open to learning new systems and procedures.
• Exercises professionalism, discretion, and confidentiality at all times.
• Works effectively both independently and as part of a team; able to handle moderately complex and varied administrative tasks.
• Reliable with consistent attendance; participates in meetings and trainings as required.

Preferred:

• Experience with REDCap and/or WITS systems.
• Experience supporting public health, behavioral health, or government-funded programs.
• Familiarity with compliance reporting and quality assurance processes.

Key Competencies

• Data accuracy and integrity
• Analytical thinking
• Deadline management
• Professional communication
• Technical aptitude
• Initiative and problem-solving