Administrative Operations Coordinator - (Non-Profit)

AHRC NYC•New York, NY

33d

About The Position

AHRC NYC is seeking an Administrative Operations Coordinator (AOC). The AOC position involves a wide variety of operational and administrative functions in support of a department head and/or department. Under general supervision, the Administrative Operations Coordinator oversees administrative activities of a hub or region; serves as a liaison between management, main office/hub, and program sites; provides general office assistance; prepares reports and correspondence; responds to requests for information; processes forms and requisitions; maintains database information; organizes and files information; maintains recordkeeping; and may oversee clerical staff.

Requirements

Associate’s or Bachelor’s degree, plus 2 – 3 years of related work experience.
Intermediate computer skills including experience with and knowledge of Microsoft Word, Excel, and Outlook. Must demonstrate the ability to learn and use agency-specific computer databases (e.g. eVero, Workplace, Great Plains, CMHC, Cx360).
Must have excellent organizational skills and the ability to manage multiple tasks simultaneously, while exercising independent judgment and problem-solving abilities.
Excellent interpersonal and communication skills are required. Experience interacting with senior management, staff, individuals with intellectual and developmental disabilities and their families preferred.
Must be able to communicate effectively and tactfully in both verbal and written form. Must be able to establish and maintain effective working relationships with those contacted in the performance of required duties.
Must have the ability to work under pressure and handle competing priorities.
Must have good writing skills and the ability to compose and edit correspondence, such as memoranda, e-mails, and letters.
Must have the ability to input information into databases, create reports and spreadsheets, and process invoices.

Nice To Haves

Experience interacting with senior management, staff, individuals with intellectual and developmental disabilities and their families preferred.

Responsibilities

Perform a wide variety of operational support activities: compile, record, and verify data related to department, programs, attendance, personnel and/or payroll records; prepares and updates reports and spreadsheet from data compiled.
Exercise independent judgment and relieve the person to whom the position reports of routine actions not requiring his/her immediate attention.
Perform a wide variety of recordkeeping activities: receive, review, and verify documents, records and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures; formulate procedures for systematic retention, protection, retrieval, transfer and disposal of records.
May receive and process information of a confidential nature; ensures such information is maintained in strict confidentiality.
Conduct a variety of financial and budgetary tasks: prepare and process invoices in Workplace; reconcile invoices and bank accounts; prepare financial and administrative reports. Ensures that financial, statistical and billing information is compiled and submitted in a timely fashion.
Perform a wide variety of administrative support activities: draft correspondence, create forms and spreadsheets, open and distribute mail and faxes, order supplies, schedule appointments, maintain calendars, greet visitors, screen telephone calls; organize and maintain paper and electronic files; and respond to information requests.
Assist other support staff with assigned functions as needed; may oversee and direct the work of other administrative staff.
Perform related duties as required.
Monitor and track all housing subsidies submitted to OPWDD to ensure proper processing and compliance for both Traditional and Self-Directed Housing Subsidies.
Identify and assist in collecting necessary documentation from tenants or care managers required for housing subsidy re-certifications.
Create and maintain a detailed database of tenants, tracking both received and outstanding documentation.
Foster and maintain positive, professional relationships with tenants, landlords and property management companies.
Maintain accurate and up-to-date monthly case notes for each tenant.