Early Intervention Program Coordinator

Jawonio•New City, NY

2d•$17 - $17

About The Position

Essential Duties and Responsibilities include the following. Other duties may be assigned ADMINISTRATIVE SUPPORT Facilitate office workflow procedures for the programs/departments you support, ensuring the timely and accurate delivery of documents and information. Assist with budget process and the review of monthly financial information as requested. Maintain, complete and/or follow up, on various reports and requirements such as unit tracking, quality indicators, performance review completion, operational metrics and other reports. Track required reporting and follow up when it is not received. Data management: maintain electronic and paper files. Coordinate meetings for training, customers, etc. As required, train new staff in the administrative processes of the agency, such as phone operations, email, computer directories, key cards and time clock management, etc. Perform a broad range of administrative assignments, such as preparing communications, compose/type letters and memos, record and maintain meeting minutes, distribute materials, track responses to requests, copy/file documents, manage email, fax, scan and copy and collage documents as assigned. Track, compile and prepare various reports as well as organize binders and records. Manage Outlook calendar for internal and external appointments. Serve as Receptionist, greeting, announcing and directing visitors. Acts as a liaison for employees and outside guests, answering questions of a routine to complex nature, providing information often of a confidential nature. Answers phones, takes messages, and relay information. Checks voicemail regularly, managing follow-up for each call. Manage office equipment maintenance and repair requests, placing Help Tickets as needed. Manage office supply inventory and compile requests for office supplies. Manage (sort, distribute, follow-up) incoming and outgoing mail for both departments. Maintain safe, orderly work area and work practices. Sends out notices and reminders as appropriate. Coordinates and maintains audit files etc. on the Agency’s shared drives. Creation of forms, flyers, documents and presentation as requested QualificationsQualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

High School plus 2+ years’ experience managing complex administrative functions effectively, or an equivalent combination of education and experience.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
High level knowledge of Microsoft Office Suite, Word, PowerPoint presentations & table of organizations, Outlook, Excel spreadsheets, Familiarity with time and attendance software and development of internet surveys.
Set up of on-line conference calls.
Ability to learn new software platforms when needed.

Responsibilities

Facilitate office workflow procedures for the programs/departments you support, ensuring the timely and accurate delivery of documents and information.
Assist with budget process and the review of monthly financial information as requested.
Maintain, complete and/or follow up, on various reports and requirements such as unit tracking, quality indicators, performance review completion, operational metrics and other reports.
Track required reporting and follow up when it is not received.
Data management: maintain electronic and paper files.
Coordinate meetings for training, customers, etc.
Train new staff in the administrative processes of the agency, such as phone operations, email, computer directories, key cards and time clock management, etc.
Perform a broad range of administrative assignments, such as preparing communications, compose/type letters and memos, record and maintain meeting minutes, distribute materials, track responses to requests, copy/file documents, manage email, fax, scan and copy and collage documents as assigned.
Track, compile and prepare various reports as well as organize binders and records.
Manage Outlook calendar for internal and external appointments.
Serve as Receptionist, greeting, announcing and directing visitors.
Acts as a liaison for employees and outside guests, answering questions of a routine to complex nature, providing information often of a confidential nature.
Answers phones, takes messages, and relay information.
Checks voicemail regularly, managing follow-up for each call.
Manage office equipment maintenance and repair requests, placing Help Tickets as needed.
Manage office supply inventory and compile requests for office supplies.
Manage (sort, distribute, follow-up) incoming and outgoing mail for both departments.
Maintain safe, orderly work area and work practices.
Sends out notices and reminders as appropriate.
Coordinates and maintains audit files etc. on the Agency’s shared drives.
Creation of forms, flyers, documents and presentation as requested