Residential Administrative Coordinator - Indian Creek Foundation : Job Details

Job SummaryThe Administrative Coordinator is an experienced office manager with strong organizational and supervisory skills. Experience working in a long-term care setting or with individuals with disabilities is preferred. As assistant to the Residential Program Director, you will supervise the office staff of the Residential Program, providing administrative support and workflow management. The Administrative Coordinator sets the tone for the work environment within the department, ensuring a respectful and communicative atmosphere for all staff. Additionally, the Administrative Coordinator will maintain a thorough working knowledge of Waiver and Medical Assistance (Medicaid) guidelines, financial matters pertaining to the Residential Program, and other regulatory or agency policies. The Administrative Coordinator is organized, has an eye for detail, has excellent written and verbal communication skills, is compassionate, shows leadership within a team environment, and maintains a positive outlook.Basic QualificationsEducation/TrainingAssociate Degree in Business (Bachelor preferred) or High School Diploma and two years of related experience.ExperienceMinimum 2 years of experience in office management or supervisory role. The candidate must be proficient in all Microsoft software applications and Quick Books accounting software.Basic Skills

• Ability to read and write in English
• Moderate mathematics skills required
• Proficient interpersonal relations and communicative skills
• Auditory and visual skills
• Has valid driver's license with a clear three-year driving record

Physical Requirements

• Bend, stoop, sit, stand, and reach
• Lift items weighing 50 pounds or less
• Satisfactory completion of post-offer pre-employment physical exam and drug test as required

Equipment/Machine OperationsMust maintain skills necessary to safely and efficiently operate the following equipment and machines used in the performance of this job:

• Computer - must be proficient with Microsoft, QuickBooks, and Tax Preparation software
• Printer
• Copier
• Scanner
• Fax machine
• E-copy
• Paycor Scheduling
• Various other equipment and supplies

Essential Duties

• Responsible for the general management of all Program workflow.
• Develops systems to ensure timely and accurate completion or required work product.
• Responsible for tracking paperwork and deadlines.
• Schedules appointments and organizes mail for Director.
• Facilitates consistency of operations in the office including a pleasant office atmosphere and appearance.
• Assists with program typing and provides backup receptionist duties as needed.
• Reviews all vouchers for Director and assists in monitoring the budget for the Division.
• Is knowledgeable of and follows Waiver and Medical Assistance Guidelines for filing of paperwork and maintenance of account balances.
• Assists in audits of Agency and Individual Funds.
• Complies with regulations governing the various programs, as well as agency policies.
• Maintains and promotes confidentiality.
• Interacts positively with colleagues and promotes methods for staff to build companionship with the individuals we serve.
• Demonstrates knowledge and compliance with HIPAA standards.
• Assists Director with day-to-day operation of the division.

Other Duties

• Coordinates all intake paperwork and facilitates communication between the agency, the Social Security Office, County Assistance Office, and other related agencies.
• Provides back-up support to the Scheduling Team as needed during absences or vacations.

Standard Requirements

• Completion and clearance of a criminal background check and a child abuse clearance.
• Supports the Mission and values of Indian Creek Foundation and the program.
• Is knowledgeable of resident rights and ensures an atmosphere which allows for the privacy, dignity, and well-being of all individuals served in a safe, secure environment.
• Supports, cooperates with, and implements specific procedures and programs for:
  • Safety, including universal precautions and safe work practices, established fire/safety plans, report and/or correct unsafe working conditions, equipment repair, and maintenance needs.
  • Confidentiality of all data, including individuals served, employee, and operations data.
  • Compliance with all regulatory requirements and agency policies as required by Human Resources, licensing, and funding agencies.
  • Demonstrate knowledge and compliance with HIPAA standards.
  • Conducts oneself in a professional manner when representing Indian Creek Foundation.
• Functions as a member of the Team:
  • Cooperates and works together with all co-workers, plans and complete job duties with minimal direct supervision and appropriate judgment.
  • Uses tactful and appropriate communications in all situations.
  • Reports and follows up regarding reported complaints, problems, and concerns with appropriate personnel.
  • Promotes positive public relations with individuals served, family members, other team members, and community.
  • Completes requirements for training, acceptable attendance, dress codes including personal hygiene and other work duties as assigned.
• Complete all documentation to ensure compliance with all regulations and agency policies.
• Exhibits behavior as set forth by the Code of Conduct in performance of their duties.
• Completes annual compliance HIPAA training and exhibits behavior as set forth by the Code of Compliance in performance of duties.

Job LocationCowpath Road - main campus