Administrative Coordinator

Beacon Health Options; Kalamazoo (MI); On-site; USD 40,000 - 56,000; Full time

Job summary

Beacon Health Options in Kalamazoo, MI seeks an Administrative Coordinator reporting to the Executive Director, Community Health Enhancement or a designated Manager. You will coordinate facility management services, develop and distribute calendars, newsletters, and educational materials, and manage databases, outcomes measurement, data analysis, and reporting.

Responsibilities include event setup, marketing support for programs, invoicing, inventory, and contributing to outcome reports and

Qualifications

• The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of an associates or baccalaureate degree with emphasis in Information Systems or related field.
• Minimum two to three years of progressively responsible experience in a social service agency using database management, Internet and software applications, and organizational support services.
• Demonstrates strong planning and organizational abilities to coordinate comprehensive programs.

Responsibilities

• Coordinates facility management services, meetings, AV setup, and refreshments as requested.
• Maintains program marketing support and info materials development and distribution.
• Provides administrative assistance to the program team and manages inventory and invoicing.
• Provides data management, research support, and outcome measurement documentation.
• Collaborates with diverse teams on studies and coordinates results reporting for grants.
• Completes special projects and contributes to budgeting and marketing efforts.

Skills

Computing systems proficiency

Database management

Planning and organizing

Verbal and written communication

Interpersonal skills

Independent work

Education

Associate's or Bachelor's degree in Information Systems or related field

Tools

Spreadsheet (Excel)

Word processing

Internet applications

Database software / CRM

Job description

Reports to the Executive Director, Community Health Enhancement or designated Manager. Coordinates facility management services for specified location. Maintains responsibility for developing, printing and distributing a calendar, newsletter, educational materials and/or reports as pertinent to assigned programs. Provides database management, outcomes measurement, data analysis, and results reporting. Work requires the independent exercise of discretion and judgment on general administrative functions, departmental services, and special projects.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.


• VALUES: Trust. Respect. Integrity. Compassion.


• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Coordinates facility management services by:

• Assisting with planning, set-ups, audio visual equipment, and refreshments for meetings as requested.


• Overseeing maintenance of building/suite; acts as liaison with support staff.

Maintains responsibility for program marketing support and information communication by:

• Providing for the development, printing, and distribution of print materials.


• Serving as a member of the program team to provide support in the design and layout for flyers, brochures, educational materials, and manuals.

Provides administrative assistance to the program team by:

• Receiving and distributing mail and responding to routine information requests.


• Maintaining and ordering inventory and supplies.


• Invoicing, recording, and depositing revenue appropriately.

Provides data management and research support by:

• Building and maintaining research documentation and databases.


• Documenting, consistently and within established guidelines, data collection results and outcome variables.


• Contributing to and maintaining outcome/impact measurement information, and data analysis files.


• Working effectively with diverse teams to draw together collaborative studies relative to multiple disciplines and diverse target populations.


• Participating in the data collection and analysis preparation of outcome reports, grants, and coordination of results reporting.


• Completing data analysis and subsequent reports using statistical package for the social sciences software.

Coordinates and completes special projects as developed and assigned by:

• Serving as a key member of assigned project operations and planning committee.


• Assisting in developing, overseeing income, expenses and monitoring budgets for assigned project.


• Assisting with the marketing efforts/strategies to promote assigned project.


• Participating in the evaluation and reporting.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Completing other job related assignments and special projects as directed.


• Keeping current with data processing software development, Internet applications, and general support service programming.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.


• Completes mandatory education, annual competencies and department specific education within established timeframes.


• Completes annual employee health requirements within established timeframes.


• Maintains license/certification, registration in good standing throughout fiscal year.


• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.


• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.


• Adheres to regulatory agency requirements, survey process and compliance.


• Complies with established organization and department policies.


• Available to work overtime in addition to working additional or other shifts and schedules when required.

Education and Experience

• The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of an associates or baccalaureate degree with emphasis in Information Systems or related field. Minimum two to three years of progressively responsible experience working in a social service agency utilizing database management, Internet and software applications, and organizational support services.

Knowledge & Skills

• Requires ability to use computing systems, database management, spreadsheet, word processing and other applications software.


• Demonstrates strong planning and organizational abilities necessary to coordinate comprehensive programs.


• Demonstrates well developed communication skills, both verbal and written, necessary to clearly and concisely relay information to clients.


• Demonstrates well developed interpersonal skills necessary to effectively interact with clients with social, cultural, and age-appropriate sensitivity.


• Requires ability to work independently and make sound decisions under stressful conditions.


• Demonstrates clear understanding of outcomes measurement and results reporting.


• Demonstrates effective skills to recognize and resolve issues in a diplomatic and tactful manner and organize and coordinate staff and activities

Working Conditions

• Works in an office environment.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.