Scheduling Coordinator - NJ4S

Family Connections, Inc.; East Orange (NJ); On-site; USD 41,000 - 51,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Retirement plans (403b) with employer

12 paid holidays

Professional development assistance

Job summary

Family Connections, Inc. is seeking an NJ4S Scheduling Coordinator to support the NJ4S program by reviewing and assigning applications for services.

The role requires coordinating with school districts, prevention consultants, and clinicians to ensure timely access to services and accurate documentation. The ideal candidate has an associate’s degree with two years’ scheduling and office management experience, strong communication, and data skills, and the ability to work with diverse

Qualifications

• Associate’s degree with two years of scheduling and office management experience in community-based services.
• Bachelor’s degree in Human Services preferred; substitution with additional experience considered.
• NJ driver’s license, safe driving record, and vehicle availability required.
• Knowledge of community resources, social services, and mental health systems.
• Preferred knowledge of Microsoft Excel and Salesforce.

Responsibilities

• Review applications from queue based on the school district needs level, type of participants, and desired service.
• Follow up with school representative as required.
• Assign application to Prevention Consultant and/or Clinician.
• Schedule and confirm consultation between Prevention Consultant and/or Clinician and school representative using NJ4S system, Salesforce.
• Answers general and new participant inquiries.
• Communicates with potential applicants, supporting them with the scheduling and application process.
• Facilitates the paperwork process with potential applicants.
• Coordinates inquiries with the NJ4S Supervising Scheduling Coordinator to ensure tiered services are provided accordingly.
• Assists with scheduling and hosting NJ4S Community Advisory Board meetings.
• Assists with data collection and reporting as required by DCF.
• Coordinates and schedules NJ4S staff meetings.
• Maintains and orders office supplies for program.
• Participates in training as required.
• Provide front desk support for 7 Glenwood Suite 101 and Suite 304, providing excellent customer service, at all times.
• Manage all inquiries in a professional and courteous manner, in person on the telephone or via email.
• Greet, assist and/direct visitors.
• Ensure that the reception area and waiting room represent clean, safe and professional Agency standards for clients and staff.
• Confirm receipt and inform staff regarding packages that arrive at the front desk.
• Perform other duties as assigned by the NJ4S Supervising Scheduling Coordinator.

Skills

Time management

Organizational skills

Trauma-informed practice

Diversity awareness

Staff supervision

Communication

Education

Associate’s degree in Scheduling/Office Management

Bachelor’s degree in Human Services

Tools

Excel

Salesforce

Job description

POSITION TITLE: NJ4S Scheduling Coordinator
REPORTS TO: NJ4S Supervising Scheduling Coordinator
BROAD FUNCTION: Supports NJ4S program by reviewing and assigning applications for services.

I. Core Values

• Demonstrates awareness of biases, internalized racial superiority and oppression. Leads with a racial equity lens and actively uses the racial equity tool in meaningful ways.
• Contributes to valuable and positive cultural humility transformation in individuals, organizations, and social systems to actively progress across the antiracist multicultural institution continuum.
• Demonstrates cultural humility through an awareness of and sensitivity towards Agency’s clients’ and coworkers’ cultural and socioeconomic characteristics.
• Committed to the value of a nurturing family as the ideal environment for a child and believes in the capacity of people to grow and change.
• Works from a strengths-based perspective.
• Recognizes that consumers come first and responds to consumers appropriately.
• Knows and adheres to all FC Policies and Procedures.

II. Professionalism

• Values and participates in the Team as a proactive member.
• Respects others’ professional opinions and tolerates a range of feelings.
• Able to give and receive constructive criticism.

Iii. Supervision

• Attends supervision consistently and comes prepared.
• Able to receive feedback and to learn from it.
• Has insight about self (i.e., strengths and weaknesses) and utilizes that knowledge toward growth and change.

Iv. Scheduling Coordinator Responsibilities

• Review applications from queue based on the school district needs level, type of participants, and desired service.
• Follow up with school representative as required.
• Assign application to Prevention Consultant and/or Clinician.
• Schedule and confirm consultation between Prevention Consultant and/or Clinician and school representative using NJ4S system, Salesforce.
• Answers general and new participant inquiries.
• Communicates with potential applicants, supporting them with the scheduling and application process.
• Facilitates the paperwork process with potential applicants.
• Coordinates inquiries with the NJ4S Supervising Scheduling Coordinator to ensure tiered services are provided accordingly.
• Assists with scheduling and hosting NJ4S Community Advisory Board meetings.
• Assists with data collection and reporting as required by DCF.
• Coordinates and schedules NJ4S staff meetings.
• Maintains and orders office supplies for program.
• Participates in training as required.
• Provide front desk support for 7 Glenwood Suite 101 and Suite 304, providing excellent customer service, at all times.
• Manage all inquiries in a professional and courteous manner, in person on the telephone or via email.
• Greet, assist and/direct visitors.
• Ensure that the reception area and waiting room represent clean, safe and professional Agency standards for clients and staff.
• Confirm receipt and inform staff regarding packages that arrive at the front desk.
• Perform other duties as assigned by the NJ4S Supervising Scheduling Coordinator.

Specifications
Education & Experience: Associate’s degree with two years’ experience in scheduling and office management in community-based services/social services setting. Additional education and related experience are preferred, such as a Bachelor’s degree in a Human Services related field, and experience in the provision of prevention-related programs. Applicants who do not possess the required education may substitute additional experience as indicated on a year-for-year basis with thirty (30) semester hour credits being equal to one (1) year of experience. A valid New Jersey driver’s license, safe driving record, and vehicle availability are required.

• Knowledge: Knowledge of community resources, social services, and mental health systems.

Preferred knowledge and experience using Microsoft Excel and/or Salesforce.

• Skills and Abilities: Ability to identify problems/challenges and to consider potential solutions independently. Ability to use data to promote continuous quality improvement. Excellent time management and organizational skills. Ability to supervise staff regarding trauma-informed interventions. Ability to work with individuals from diverse backgrounds. Ability to work professionally and collaboratively on a multi-disciplinary team.
• Professional Characteristics: Leadership capabilities: Ability to empower others while being personally accountable; Ability to delegate responsibility while holding staff accountable for their decisions, actions, and results. Inspires and motivates staff. Flexible, fair, and caring, without sacrificing accountability. An advocate for consumers. Excellent listener and communicator (verbal and written) Ability to build respect, trust, and consensus. An imaginative and collaborative problem solver. Ability to work with people who have varying perspectives on issues. Proven track record in program management and collaboration.

Salary: $46,000
Vacation & Benefits

• Vacation: As a full-time employee working generally 35 hours per week, you will be eligible to participate in the Family Connections group benefit plans. Benefits include medical, dental, life insurance, long term disability, retirement plans, and additional supplementary benefits. Yes, you can elect to not enroll into these benefits. You will also be eligible to accrue vacation, personal, and sick days in addition to 12 paid holidays, and summer wellness Fridays.
• Benefits also include professional development assistance, referral program, internal/external trainings, Capella University partnership, 403b retirement plan with employer matching (3% max) (you can enroll in your 403b without a waiting period) , employer-paid life insurance, employer paid Long-term Disability (LTD) insurance, employer paid Accidental Death & Dismemberment (AD&D) insurance, etc.
• Work Environment/Physical Demands: The individual must possess the ability to perform work that requires frequent standing, bending, reaching, squatting, kneeling, moving, and lifting of up to or in excess of 50 pounds.

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job or that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions upon request. Family Connections is an Equal Employment Opportunity Employer committed to excellence. Employment offers are made on the basis of qualifications and without regard to race, sex, religion, national or ethnic origin, disability, age veteran status, or sexual orientation or other protected classes under the State and Federal law. Family Connections participates in E-Verify and will provide the federal government with information from each new employee’s Form I-9 to confirm authorization to work in the United States. Candidates must be authorized to work in the United States and eligible for full‑time employment on a W‑2 basis. This role must be performed in a manner that is fully compliant with all applicable federal, state, and local employment laws, including those of the State of New Jersey. C2C, 1099, or other non‑W‑2 arrangements are not eligible for consideration.