Program Administrative Coordinator

Interfaith Community Services INC•Escondido, CA

2d•$23 - $25•Onsite

About The Position

The Program Administrative Coordinator provides clerical coordination and routine administrative support to the Recuperative Care Program, including records management, data entry, scheduling, correspondence, filing, and document preparation. The position supports the Program Manager and other program staff by maintaining accurate records, preparing documents and reports, coordinating administrative tasks, and helping ensure information is communicated and processed for timely follow-up. It contributes to accurate data entry and reporting, compliance with documentation standards, efficient administrative processes, and professional customer service to clients, referral partners, and internal staff.

Requirements

High school diploma or equivalent required.
Experience with data entry, recordkeeping, filing, document preparation, and maintaining accurate information required.
Valid CPR, Basic Life Support (BLS), and First Aid certificates must be completed within three months of hire.
Strong organizational and time-management skills, attention to detail, and accuracy.
Excellent written and verbal communication, professional customer service, and interpersonal skills.
Ability to prioritize multiple projects in a fast-paced environment and adapt to changing priorities and operational needs.
Strong records-management and document-control skills.
Ability to interpret data and communicate findings clearly to leadership.
Ability to maintain accurate records while meeting deadlines.
Ability to establish professional boundaries and uphold strict confidentiality standards.
Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
Ability to multitask, prioritize workload, and complete work accurately and independently.
Ability to stand and walk for extended periods; frequently bend, stoop, kneel, crouch, and reach; lift, carry, push, and pull objects weighing up to 50 pounds; perform repetitive motions such as sweeping, mopping, and wiping; climb stairs and use ladders as required; operate cleaning tools and equipment; and work in confined spaces or awkward positions.
Ability to tolerate cleaning chemicals, dust, odors, unpleasant or noxious fumes, varying temperatures, noise, inclement weather, and indoor and outdoor environments; potential exposure to contagious diseases; visual acuity to identify dirt, spills, and safety hazards.

Nice To Haves

At least one year of administrative, clerical, or program support experience in a healthcare, social services, nonprofit, residential, or community-based setting.
At least one year of experience working with severely mentally ill, medically fragile, and homeless populations.
Experience with EHR systems.
Bilingual Spanish/English.

Responsibilities

Coordinate daily administrative operations for the Recuperative Care Program.
Maintain client records that are complete, current, and properly filed according to organizational standards; organize office files, documents, and administrative records.
Enter data accurately and promptly according to agency and contractual requirements, and report data-quality discrepancies to the supervisor for correction.
Register clients and enter data in EHR systems or other designated databases as requested by the supervisor.
Assist with reports, special projects, audits, operational initiatives, and routine or requested data reporting.
Develop and maintain spreadsheets, dashboards, and tracking tools for program metrics; maintain records of program activities and submit reports as requested.
Assist with insurance eligibility verification and related administrative processes, including gathering, updating, and maintaining eligibility information and documentation.
Manage document retention and archival processes according to agency policies, at least annually.
Maintain office-supply inventory and ensure necessary materials are available.
Support the Program Manager in identifying and implementing administrative procedures that improve operational efficiency and program compliance.
Support leadership with reports for grants, contracts, and regulatory agencies as requested by the supervisor.
Support continuous quality improvement initiatives through data collection and reporting.
Maintain policy, procedure, and compliance documentation.
Protect confidential information and Protected Health Information (PHI) in accordance with HIPAA and organizational policies.
Attend training to stay current on program requirements and regulations; participate in team and agency meetings, events, and required staff training as assigned.
Troubleshoot administrative data issues and collaborate with relevant departments as needed.
Maintain cleanliness and organization of administrative and file/copy areas.
Perform other duties as assigned.