Administrative Coordinator

Position Summary:

Responsible for the administrative tasks required to support the office operations of the Behavioral Health division; namely, the Housing and Homeless Services Unit. This position works alongside the divisions Administrative Coordinator II to ensure Housing and Homeless Service's administrative needs are met through a variety of routine and project-based tasks. The Administrative Coordinator develops and maintains positive working relationships with Housing and Homeless Services staff, as well as other DBHIDS departments, prioritizes tasks using their administrative functioning.

Duties and Responsibilities:

• Ensures effective office functioning in Housing and Homeless Services: telephone and fax machine monitoring, receptionist, file maintenance, scanning, administrative support coverage, data entry, equipment functioning, petty cash requests, pass and resource distribution, food purchasing/ meeting arrangements, mail distribution, internal and external communications, and other duties as defined.
• Organizes and oversees the day-to-day support to programs/ units as requested
• Functions as the primary liaison to other departmental leads (purchasing, moves/ relocations/ new hires/ separations, new equipment/ replacement, equipment, furniture purchases, computer/ technological needs, facility issues and prepares food purchasing, etc.
• Maintains accurate contact information of internal and external stakeholders and updates lists regularly.
• Schedules meetings for Housing and Homeless Services staff as needed
• Updates data in relevant systems, unsure necessary data access for authorized personnel, and maintains accurate and up-to-date records in relevant data systems used and maintained by the Housing and Homeless Services unit.
• Collaborates with program analysts to support data needs and ensure the smooth operation of programs
• Trains new staff on data entry procedures and the use of data systems. Provides ongoing support and troubleshooting for staff as needed.
• Adheres to data and privacy policies to protect sensitive information. Ensures compliance with all relevant regulations and guidelines
• Identifies and implements improvements in data entry processes to increase efficiency and accuracy. Suggests new tools or methods that could enhance data management

Skills Required:

• Strong organizational skills and flexibility in working with multiple projects and multiple stakeholders
• Strong communications skills, both written and oral
• Ability to effectively multi-task and independently prioritize multiple requests and tasks
• Ability to be resourceful and work independently when requesting and/ or seeking information from various sources
• Computer skills. Must be computer literate- able to create, maintain and / or support data bases, utilize MS Office Suite and virtual communication products. Must be willing to learn new computer programs as the office needs necessitate
• Excellent interpersonal skills, objectively, and discriminatory judgement. Ability to multitask and work independent of direct supervision

Education and Experience:

Completion of an Associates degree at an accredited college or university and two (2) years' experience in an administrative management position involving gathering data, recommending courses of action, preparing reports and other materials

Knowledge and experience with MS Office software suites (WORD, EXCEL, OUTLOOK, POWERPOINT). At least two years of administrative support/ clerical work which has involved use of a computer. Valid driver's license with access to a vehicle preferred

Equal Opportunity Employment:

PMHCC, Inc. is committed to equal opportunity. It is our policy to support equal employment for all employees and applicants without regard to race, religion, color, sex, sexual preferences, age, national origin, disability, behavioral health status, military status or any other characteristic protected by law.

American with Disabilities Act:

Employees as well as applicants who are currently, or become disabled, must be able to perform the functions of the job with either reasonable accommodation or unaided. PMHCC, Inc. will examine reasonable accommodations on a case-by-case basis in accordance with the law.