Administrative Coordinator - Bilingual

The Westchester Institute for Human Development; Town of Mount Pleasant (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

The Westchester Institute for Human Development (WIHD) is seeking a fully bilingual Administrative Coordinator to support the Children’s Advocacy Center, Multidisciplinary Team, and Child Fatality Review Team. Responsibilities include handling calls, greeting and orienting clients, managing calendars, and maintaining records with confidentiality and HIPAA compliance.

The role requires strong MS Office skills, 2 years of professional experience, a High School Diploma, and ability to communicate

Qualifications

• Two years of professional work experience.
• High School Diploma required.
• Ability to communicate in Spanish (bilingual English/Spanish).
• Excellent interpersonal, communication, listening and organizational skills.

Responsibilities

• Answer incoming calls and route them appropriately with guidance as needed.
• Greet, register and orient clients and MDT members; generate emails/calls to team.
• Maintain CAC calendar; identify scheduling conflicts with CAC supervisor/management.
• Maintain electronic/paper case records; data entry and reports; subpoenas/records requests.
• Provide administrative support for trainings and special events as needed.
• Support Child Fatality Review Team coordinator with administrative tasks.

Skills

Interpersonal skills

Communication

Organizational skills

Bilingual English/Spanish

Education

High School Diploma

Tools

MS Office

Job description

The Children’s Advocacy at WIHD is seeking a special person - one with strong administrative and organizational skills but also a strong interest in working with a team to help children and families where abuse and neglect is suspected, understanding of HIPAA and need for confidentiality essential; ability to stay calm in stressful situations and work with a multidisciplinary team of professionals. This position is full time and must be bilingual in english and spanish.

WIHD provides a positive working environment that promotes employee safety, growth and goal attainment. Our benefit package is generous and provides options to meet the needs of each employee. We offer flexible work schedules for many positions providing a setting with a desirable work-life balance.

Summary of Position:Provide a range of administrative responsibilities to support the Children’s Advocacy Center, Multidisciplinary Team and Child Fatality Review Team. These responsibilities include managing flow of incoming telephone calls, greeting, registering and orienting clients and family members, maintaining CAC Outlook calendar, creating and maintaining electronic and paper case records, preparing monthly statistics, maintaining office supplies, assisting with training or other special events and providing administrative support to the Child Fatality Review Team and its coordinator. The Administrative Coordinator will be asked to perform additional administrative functions, as needed, to support overall programmatic operations.

Responsibilities:

• Professional representation of CAC - answer telephone, manage flow of incoming calls (with guidance as appropriate), greet, register and orient clients and MDT members, generate emails and/or calls to team members, set up conference calls/meetings;
• Maintain CAC calendar. Identify and discuss potential scheduling conflicts or concerns with CAC supervisor/management;
• Maintain electronic and paper case records; data entry and database management using Collaborate and Excel, generate monthly statistical/performance measure reports; collate records in response to subpoenas or record requests; prepare case information for monthly case review meetings; administer client satisfaction surveys;
• Oversee and coordinate distribution of digital recordings;
• Provide additional administrative support to CAC and MDT such as copying, faxing, scanning, maintain and order office supplies, pantry items, etc.;
• Provide administrative support to Child Fatality Review Team coordinator as needed.

Qualifications:

• Knowledge of: Excellent technical skills MS Office (WORD, ACCESS, EXCEL, OUTLOOK)
• Kind and Length of Experience: 2 years professional work experience. Excellent interpersonal, communication, listening and organizational skills.
• Education Level: High School Diploma
• Language Requirements: Ability to communicate orally and in writing in Spanish
• Physical Requirements: any lifting, sitting on floors, etc.

WIHD is deeply committed to inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We seek to ensure that qualified applicants are considered for employment and are not discriminated against with regard to race, color, national origin, citizen status, creed, religion, religious affiliations, age, sex, marital status, sexual orientation, gender identity and expression, disability, veteran status, pregnancy, or any other status protected by law.