Administrative Coordinator

PMHCC Inc.•Philadelphia, PA

About The Position

This candidate helps to plan, coordinate, and direct a broad range of services that allows the organization to operate efficiently. They provide administrative and clerical support to PMHCC Case Management Unit. This position must ensure effective office operations in the area of answering multi-telephone lines and screening, filing, typing, scheduling (meetings, appointments, conference calls, etc), mail-sorting and distribution, faxing, Xeroxing as well as front desk receptionist responsibilities. The Administrative Coordinator will also be the point person regarding the physical environment, equipment for the office and will communicate/coordinate with the necessary parties to ensure adequate functioning and maintenance of it.

Requirements

Excellent organizational, written, oral communication, and interpersonal skills
Ability to work independently
Ability to manage high-volume inbound calls while providing clerical tasks
Proficient in Microsoft Office applications the Internet and typing
Excellent telephone presence and the ability to be flexible and adaptive to changing priorities
Must have a High School diploma or equivalency with (3) years’ experience working in a professional office environment, substance abuse or healthcare setting preferred.

Responsibilities

Handle high volume inbound calls on a multi-line telephone system
Create a welcoming professional environment to visitors and guests
Screen person/provider issues/calls to direct to the appropriate assistance
Maintain a functional filing system for the Case Management Unit
Enter required data in electronic record system (i.e. CMIS, Webfocus etc.)
Maintain the office supply storage space
Maintain inventory list for needed supplies
Provide clerical support (i.e.-- typing correspondence, filing, faxing, and duplicating) to CM Management Staff
Maintain unit documentation and forms for case manager’s/supervisor’s usage
Handle outgoing and interoffice mail
Monitor fax machines for referrals to go to data entry daily
Monitor fax machines for information to be dispersed
Helps prepare for onboarding new hires
Screen and evaluate resumes against predetermined job requirements and qualifications to select top candidates.
Coordinate, schedule and manage PMHCC Case Management interview process by arranging interview times, providing necessary information and updates to potential candidates and management staff.
Perform various administrative tasks within the various departments of PMHCC Case Management, limited to input of referrals, discharges, event planning, support with IS equipment maintenance, satisfaction surveys, chart audits, research, etc.
Perform all duties assigned by the Operation Supervisor