Administrative Coordinator II

PMHCC Inc.-posted about 24 hours ago
Full-time • Entry Level
Philadelphia, PA
501-1,000 employees
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The Administrative Coordinator II provides administrative support to Housing and Homeless Services, including managing applications for the Transitions, Integration, and Partnerships (TIP) Housing Unit, processing event forms, and coordinating unit activities with other DBHIDS divisions. The role includes routine administrative tasks, data entry, and document processing.

  • Screen and process all housing referrals submitted to the TIP Unit to determine eligibility.
  • Work with referral sources to ensure that online applications and event forms can be entered into the data system and that the referral process moves in a coordinated manner.
  • Provide technical assistance to Referral sources and other system stakeholders and will answers questions related to TIP referrals and the application process.
  • Maintain electronic records and assist referral sources with both new and existing TIP referral online applications.
  • Assist in developing training and communication strategies to assist residential providers and referral sources to use the new online referral process.
  • Manage and enter referrals from referral sources without electronic access.
  • Provide administrative support for the Housing and Homeless Services unit.
  • Interface with the EIM/HCSIS incident reporting system and provide technical assistance for the various data systems used within our provider network including WebFocus, Qlik, and HMIS.
  • Maintain accurate data by entering all event forms including admissions, appeals, withdrawals, discharges, and absence into WebFOCUS for TIP Housing and file them in the applicant’s client-specific record.
  • Review all submitted TIP intakes in WebFocus for completeness and initial eligibility.
  • Provide technical assistance to providers submitting TIP applications.
  • Process all completed intakes and notify providers of results or incompleteness via email.
  • E-File all requests via email.
  • Provide weekly reports for approved TIP applications and completed event forms.
  • Checking unit voicemail and routing or returning calls as needed.
  • Process furniture requests.
  • Coordinate provider meetings and coordinate with OHS to mail letters to Bridge Voucher recipients who are near timing out.
  • Order supplies for Unit monthly.
  • Maintain accurate office contact information, internal/extemal stakeholders, providers and update list regularly. Maintain accurate contact information for office staff, internal and external stakeholders, and providers, and update the list regularly.
  • Support office operations.
  • Other duties as assigned.
  • Excellent organizational skills
  • Computer proficiency
  • Ability to manage multiple priorities with limited supervision
  • Good verbal, written and communication skills
  • Flexibility to work with different staff, different work requests and multiple projects in a short time span.
  • Knowledge of standard office procedures, practices, and conduct.
  • Associates degree plus 2 years’ experience in administrative support.
  • Equivalent experience and/or training which provided the required knowledge, skills and abilities may be submitted for review and consideration.
  • Preferred bachelor’s degree in social sciences or health care related field.
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