Operations Coordinator Community Health and Behavioral Services

Upstate Caring Partners•City of Utica, NY

2d•$23 - $27

About The Position

The operations coordinator is responsible for ensuring the smooth and efficient daily functioning of Community Health and Behavioral Services (CHBS). Serving as the primary point of contact for CHBS staff and agency support services, this role facilitates effective communication and coordination of needs and resources. This position maintains essential operational processes to ensure uninterrupted service delivery and supports the program by managing and streamlining resource use across the agency. Key areas of oversight include purchasing and supplies, property and vehicle management, space utilization, marketing, administrative scheduling, contract coordination, information technology, community partnerships, and the preparation of data and reports to support overall program operations.

Requirements

Associate degree required; bachelor’s degree preferred, or three (3) years of experience providing operational or administrative support
Previous experience in coordinating operations or administrative support roles preferred.
Intermediate computer skills (proficiency in Microsoft Office, Adobe Acrobat, and Windows-based applications).
Travel may be required. A valid New York State driver’s license is necessary.
Strong communication and interpersonal skills.
Excellent written and verbal communication abilities are essential for this role.
Must demonstrate initiative and reliable follow-through on all duties.
Ability to remain calm and professional in crisis or high‑stress situations.
Ability to manage multiple priorities while maintaining attention to detail.
Must possess the ability to make independent decisions when circumstances require.
Must be able to manage and cope effectively in sometimes stressful situations.

Responsibilities

Ensure OMH and OASAS operational practices are maintained in accordance with clinical, regulatory and best practice principles.
Coordinate the clinic use of agency support services and other contracted vendors (to include supplies, purchasing, IT, property management, vehicle management, and finance).
Serve as a contact to external vendors and support contract management.
Support operational functions related to managing administrative staff scheduling.
Serve as a key point of contact to all CHBS staff for any concerns related to building needs (to included heating/cooling, space, and facility functions) and agency support services.
Serve as the primary point of contact for external marketing, promotional, and media inquiries.
Coordinate with the agency’s media representative to ensure proper handling of all outreach.
Lead marketing efforts, including managing promotional materials for CHBS.
Track deliverables from all support services and external vendors, ensure timely delivery of support through proper escalation.
Proactively notify clinic leadership of potential issues and ensure all concerns are escalated promptly and appropriately.
Acts as a point of contact for all Information Technology Helpdesk tickets related to operations, building maintenance needs/requests and cleaning service contracts/providers.
Supports direct and open communication with all staff within the clinic. Contributes to a positive work environment for the entire CHBS team.
Maintain timely and effective internal and external communication and problem resolution to ensure smooth and efficient operations.
Self-manages time and prioritization of work, seeking input as needed for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary.
Maintains accurate records of staff schedule, include supporting administrative roles with payroll as needed.
Manages incoming invoices and prepares or oversees the preparation of payment requisition process.
Acts as a go-to for agency systems that support operational functions such as Outlook, OnBase, UltiPro and Microsoft Programs.
Generate and maintain department or program specific reports, databases, charts and records as directed.
Participate in special projects as appropriate.
Maintain compliance with HIPAA and confidentiality standards
Ensure compliance with all pertinent government and agency regulations and operating standards.
Establish a work environment that creates positive communication between supervisors and employees and is reflective of the Agency’s culture, values and mission.
Any additional duties assigned as necessary.