Administrative Coordinator

CORE Elk Grove•Elk Grove, CA

About The Position

Under the direct supervision of the Assistant Program Director or Program Director, the Administrative Coordinator plans, organizes, communicates, and monitors office support systems. The role serves as task supervisor for Reception, Medical Records, and Data Entry staff and assists the Director with general program operations. The position oversees clerical work, office supplies and inventory, equipment and facility needs, reporting, site security and safety, and administrative support for program leadership. It also assists with HIPAA compliance and billing-related quality assurance. The listed duties are illustrative and may include other similar or related assignments.

Requirements

Associate degree in business administration or a related field from an accredited college or university.
Two years of varied experience providing administrative services.
Ability to type 40–50 words per minute.
Proficiency with a 10-key adding machine.
Proficiency in all areas of Microsoft Office Systems.
California driver’s license and current vehicle insurance and registration.
Reliable transportation capable of passing a vehicle safety inspection if more than five years old; two-wheeled modes of transportation, including bicycles, mopeds, and motorcycles, are excluded.

Responsibilities

Oversee clerical staff in day-to-day work, including processing incoming and outgoing mail, data entry, records maintenance, and report preparation.
Oversee inventory control and purchasing of program supplies.
Oversee office equipment maintenance, troubleshoot equipment, and address minor program or equipment repairs and network issues related to site computer systems.
Develop office systems, procedures, and policies.
Oversee the preparation, review, and distribution of reports for the agency, County, and other entities, including AVATAR data reconciliation, census and status updates, outcomes data, and other reportable data.
Assist the Director, Clinical Director, and Team Leader with HIPAA compliance and quality assurance related to billing.
Oversee site security, maintenance, and safety, including alarm code and computer access assignments, facility maintenance needs and work orders, monthly inspections, and assignment and maintenance of site fleet vehicles and vehicle logs.
Perform word processing tasks, such as preparing memos.
Maintain orderly files and ensure adequate supplies of office supplies and forms.
Schedule appointments for the Director.
Maintain office equipment and assist staff with its use.
Provide support to the Director and other supervisors as assigned.