Office Manager/Transportation Coordinator

Job Summary:

This community-based position is located at the San Felipe Pueblo Equine Therapy Program. The incumbent will handle day-to-day operations of the Equine Program under the direction of the Lead Clinical Supervisor. The Equine Office Manager will oversee the program's administrative and operational functions. The incumbent will promote interoffice communication and manage administrative procedures, inventory control, and task delegation. The incumbent will also help coordinate client services and collaborate with community partners. In addition, the incumbent will provide client transportation. The incumbent will maintain vehicle cleanliness and organize and oversee vehicle maintenance services.

Essential Duties:

Office manager

• Manage day-to-day operations of the Equine Therapy Program.
• Provide general administrative assistance to the Lead Clinical Supervisor.
• Aid in overseeing the operational budget, handle Purchase Orders, and help track program spending.
• Maintain staff/program needs: Organize daily office operations; Keep inventory of, and maintain, office supplies, client snacks, and office/facility equipment; Communicate with team members about program/service needs; Delegate tasks as needed.

• Assist in coordination and collaboration of client services, including scheduling clients and confirming appointments when needed, as well as aiding in transportation of clients when needed.
• Assist with the organization and implementation of community outreach initiatives and trainings provided by the Equine team to other departments/organizations.
• Input, track, and follow up on new client referrals (Using EMR Bear). 
• Assist in creating partnerships with parents, schools, tribal leaders, and other tribal programs.
• Assist with the development of office management plans as needed.
• Assist with direct community/school outreach communications for tribal youth/students and parents as requested by clinicians.
• Assist with the development of partnerships with schools and school staff to coordinate intervention supports for identified youth.
• Follow up with referral networks for individuals, youth, and families to ensure that services are being provided.
• Attend weekly staff meetings and staff development.
• Attend other required program/community workshops, trainings, and committee meetings for the purpose of conveying and/or gathering information to support community agencies as requested by the Supervisor.
• Schedule and coordinate mandatory trainings for staff as required by the organization.

 Transpiration Coordinator

• Provide transportation services for clients to and from the program site.
• Multiple trips per day in Tribal vehicles.
• Ensure safe and timely transportation for client appointments as coordinated with each clinician.
• Develop, print, and post (where visible to staff) a daily transportation schedule
• Inform providers and clients of any changes in transportation as needed
• Designate vehicles for specific clients and/or events/meetings as needed
• Delegate transportation duties to others when additional assistance is needed
• Send out reminders to clients as needed
• Oversee vehicle maintenance at all times. This includes inner/outer cleanliness of vehicles and communicating vehicle needs to the Office Manager to purchase and/or arrange maintenance appointments

• Follow HIPAA guidelines and maintain client confidentiality.
• Other duties as assigned.

Qualifications:

• Education:  HS Diploma or equivalent preferred.
• Experience/Basic Knowledge: Experience with office management duties and above-level organizational skills; Experience with vehicle maintenance scheduling; Experience working with tribal school-aged children, youth, and their families; Ability to take direction from supervisors and clinicians to achieve the best services for clients. 
• Required Licenses/Certifications: Valid and unencumbered New Mexico driver’s license. No moving violations for a minimum of three years prior to the date of hire. Incumbent must successfully pass background checks for school systems serving Tribal children.
• Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  The work requires driving several hours per day and involves standing, bending, and walking within the community, schools, clinics, and homes, as well as the ability to drive a car in all types of road and weather conditions.  The work requires lifting and carrying up to 80 lbs.

Preferences: San Felipe Tribal Member, Keres-speaking, and Veteran Preference