Program Administrative Coordinator

Interfaith Community Services; Escondido (CA); On-site; USD 32,000 - 36,000; Full time

Benefits offered by this job

Paid Time Off

Paid Holidays

Flexible Work Schedules

Medical, Dental, Vision Insurance

AD&D / Group Life Insurance

401(k) Matching

Tuition Reimbursement

Job summary

Interfaith Community Services in Escondido is seeking an Program Administrative Coordinator to provide clerical coordination, data entry, scheduling, and records management for the Recuperative Care Program. You will support the Program Manager and staff by producing accurate documentation, coordinating administrative tasks, and ensuring timely follow-up by leadership.

The role requires a high school diploma, experience in administrative support, and proficiency with data entry and EHR systems.

Qualifications

• Requires a high school diploma or equivalent.
• Experience with data entry, recordkeeping, and maintaining accurate information preferred.
• 1+ years of administrative, clerical, or program support experience in healthcare or social services.
• Bilingual Spanish/English preferred.
• CPR/BLS/First Aid certificates to be completed within three months of hire.

Responsibilities

• Coordinate daily administrative operations for the Recuperative Care Program.
• Maintain and file client records accurately and in compliance with standards.
• Enter data into EHR systems and other databases.
• Prepare reports, audits, and operational initiatives as assigned.
• Develop dashboards and tracking tools for program metrics.
• Support grants, contracts, and regulatory reporting with data.
• Ensure confidentiality and PHI protection per HIPAA policies.
• Provide professional customer service to clients and referral partners.

Skills

Organizational skills

Time management

Attention to detail

Written and verbal communication

Customer service

Multitasking

Records management

Data interpretation

Confidentiality

Microsoft Office (Word, Excel, Outlook

Education

High school diploma or equivalent

Tools

EHR systems

Job description

Description

About Interfaith Community Services:

As North County's largest social services agency, Interfaith Community Services has been "helping people help themselves" since 1979. The organization provides a wide range of programs designed to empower hungry, homeless, and low-income community members to begin a pathway towards self-sufficiency. Each year, Interfaith Community Services impacts more than?20,000 community members by providing basic needs and nutrition support, social services, shelters and housing, employment development, senior services, veterans programs and addiction recovery support.

Together, in partnership with 250+ diverse faith communities, more than 1,700 recurrent volunteers, and a growing staff of over 275, Interfaith provides a safe-haven and pathway towards self-sufficiency for more than 20,000 community members annually.

If you're passionate about making a difference and thrive in a service-driven environment, we invite you to be part of our mission!

What You'll Do:

In the Program Administrative Coordinator role, you'll provide clerical coordination, records, data entry, scheduling, correspondence, filing, and other routine administrative support. This position supports the Program Manager and other program staff by maintaining organized and accurate records, preparing documents and reports, coordinating administrative tasks, and helping ensure information is communicated and processed to ensure timely follow-up by program leadership. The position contributes to organized and accurate data entry and reporting, supports leadership with compliance of documentation standards, and assists with efficient administrative processes and program operations, while providing professional customer service to clients, referral partners, and internal staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Coordinate daily administrative operations for the Recuperative Care Program.
• Maintain and ensure client records are complete, current, and properly filed according to organizational standards.
• Organize office files, documents and other administrative records as needed.
• Provide timely and accurate entry of data per agency and contractual requirements.
• Report identified data quality discrepancies to supervisor to ensure timely corrections.
• Register clients and input data in EHR systems or other designated databases as requested by supervisor
• Assist in the preparation of reports, special projects, audits, and operational initiatives as assigned by the supervisor.
• Run data and other reports routinely or as requested by the supervisor to ensure timely submission.
• Develop and maintain spreadsheets, dashboards, and tracking tools for program metrics.
• Maintain records of program activities and submit reports to supervisor as requested
• Assist with insurance eligibility and/or 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 minimum annually.
• Manage office supply inventory, ensuring availability of necessary materials.
• Support program manager in identifying and implementing administrative procedures that improve operational efficiency and program compliance.
• Support leadership with preparing 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.
• Maintain confidentiality and safeguard Protected Health Information (PHI) in compliance with HIPAA and organizational policies.
• Attend training courses to ensure up-to-date information of program requirements and regulations.
• Participate in team meetings, agency meetings and events and required staff training as assigned by the supervisor
• Troubleshoot administrative data issues and collaborate with required departments as needed.
• Maintain cleanliness and organization of administrative and file/copy area.
• Other duties as assigned

Requirements

Who You Are:

You're passionate about making a lasting impact, whether supporting individuals directly or enhancing our organizational effectiveness. To thrive in this role, you'll:

• High school diploma or equivalent, required
• Experience with data entry, recordkeeping, filing, document preparation, and maintaining accurate information required.
• 1 + years of administrative, clerical, or program support experience in healthcare, social services, nonprofit, residential, or community-based setting, preferred.
• 1+ years’ experience working with severely mentally ill, medically fragile, and homeless populations, preferred
• Experience with EHR, preferred
• Bilingual (Spanish/English), preferred
• Valid CPR, Basic Life Support (BLS) and First Aid certificate/s to be completed within three (3) months of hire

SKILLSETS / ADDITIONAL REQUIREMENTS:

• Strong organizational and time management skills.
• Excellent attention to detail with a high degree of accuracy.
• Excellent written and verbal communication skills.
• Professional customer service and interpersonal skills.
• Ability to prioritize multiple projects in a fast-paced environment.
• Strong records management and document control skills.
• Ability to interpret data and communicate findings clearly to leadership.
• Ability to maintain accurate records while meeting established deadlines.
• Ability to adapt to changing priorities and operational needs.
• Ability to establish and maintain professional boundaries and uphold strict confidentiality standards
• Proficiency in Microsoft Office applications (Word, Excel, Outlook)
• Ability to multitask efficiently, prioritize workload, and complete work accurately and independently

WORKING CONDITIONS / PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

• Ability to stand and walk for extended periods of time
• Ability to bend, stoop, kneel, crouch, and reach frequently
• Ability to lift, carry, push, and pull objects weighing up to 50 pounds
• Ability to perform repetitive motions such as sweeping, mopping, and wiping
• Ability to climb stairs and use ladders as required
• Manual dexterity to operate cleaning tools and equipment
• Ability to work in confined spaces or awkward positions
• Ability to tolerate exposure to cleaning chemicals, dust, and odors
• Visual acuity to identify dirt, spills, and safety hazards
• Ability to work in varying temperatures and indoor/outdoor environments.
• Potential exposure to contagious diseases (hepatitis, HIV, tuberculous, etc.)
• Exposure of unpleasant and noxious fumes, odors, dust, temperatures, noise and inclement weather

Location:

Onsite/Escondido

Hours:

Monday-Friday: 8 am-4:30 pm

Hourly Rate:

$22.64-$25.97

EMPLOYMENT BENEFITS

• Paid Time Off
• Paid Holidays - 13 scheduled
• Flexible Work Schedules
• Medical, Dental, and Vision Insurance
• AD&D / Group Life Insurance
• Flexible Spending Accounts - Medical and Dependent Care
• Matched 401(k) Retirement Plan
• Early Release Days!
• Work Anniversary Bonuses
• Tuition Reimbursement and Public Service Loan Forgiveness Eligibility
• Employee Assistance Plan (EAP)
• Home Ownership Assistance Program
• Casual Work Environment
• Professional Growth and Career Development Opportunities

Interfaith is an equal opportunity employer. Qualified applicants will be considered without regard to age, race, creed, color, national origin, ancestry, religion, pregnancy, marital status, affectional or sexual orientation, gender identity or expression, genetic information, disability, nationality, sex, veteran status, or any other characteristic protected by federal, state or local law. In addition, Interfaith will provide reasonable accommodations for qualified individuals with disabilities.