What are the responsibilities and job description for the Administrative Coordinator position at Ear Research Foundation?
ADMINISTRATIVE COORDINATOR – POSITION/TASKS
GENERAL TASKS
- DATA ENTRY
- DONOR THANK YOU LETTERS
- FOUNDATION MAILINGS
- PREPARE FOLDERS FOR HS PATIENTS
- EVENT ASSISTANCE
- PHONE MESSAGES
- MISCELLANEOUS RESEARCH AND CONTACTS, AS REQUIRED
- UPDATE DATABASES AND KEEP CURRENT
SUPPORT GROUPS
- SCHEDULE GROUPS
- SETUP EBLASTS
- CREATE FLYERS
- SETUP (SIGN-IN/REFRESHMENTS)
HEARING SCREENINGS
- SEND MAILING TO LOCAL DAYCARE/PRESCHOOLS OFFERING SERVICES.
- SEND INTERESTED DAYCARES/PRESCHOOLS SCHEDULE LINK.
- ADD SCREENING DATE TO CALENDAR
- PRE-SCREENINGS TASKS –
o OBTAINING CLASS LISTS
o SENDING SCHOOL PHOTO RELEASE AND PERMISSION SLIP
o COPIES OF REFERRAL INFORMATION
o SCREENING FORMS WITH CHILDS NAME
- ENSURE EQUIPMENT IS CHARGED/PACK EQUIPMENT
- ATTEND SCREENINGS
- TRACK RESULTS AND MAINTAIN STATISTICS
- ADD TO MAILING LISTS
- FOLLOW-UP WITH REFERRALS AND SCHOOLS WITH CLINIC INFORMATION
- MAINTAIN INVENTORY OF ALL FORMS AND UPDATE AS NECESSARY
FREE HEARING AID PROGRAM (HELP US HEAR)
- OBTAIN APPLICATION AND DOCUMENTATION VIA HARDCOPY OR ELECTRONICALLY
- REVIEW ALL ITEMS, MAKE SURE COMPLETED.
- CONTACT APPLICANTS FOR MISSING ITEMS
- KEEP ALL APPLICANTS ORGANIZED AND IN A FILE.
- WHEN APPLICATION AND DOCUMENTATION ARE COMPLETE
o MAKE COPY OF HEARING TEST
o MAKE COPY OF APPLICANT INFO (PAGE 1 OF APPLICATION)
o NOTE ON PAGE 1 THEIR ANNUAL INCOME AND HOUSEHOLD SIZE.
o BRING THESE 2 PAGES PER APPLICANT FOR HS FOR REVIEW AS SCHEDULED.
- DENIED APPLICANTS
o SEND LETTER OF DENIAL NOTING THEY CAN APPLY AGAIN IN THE FUTURE
- ACCEPTED APPLICANTS
o CALL ACCEPTED – TELL THEM THEY HAVE BEEN ACCEPTED AND WILL RECEIVE A CALL WITHIN 48 HOURS TO SCHEDULE APPT.
o MAKE COPY OF HEARING TEST, AND APPLICANT DEMOGRAPHIC INFO FROM APPLICATION
o SCAN OR BRING TO HEARING AID SPECIALLIST TO CONTACT FOR APPT
o ENSURE CONFIRMATION OF APPT DAY/TIME
o ADD APPT TO CALENDAR AS REMINDER FOR PHOTOS.
- APPOINTMENTS WITH HUH
o NEW HUH PTS – MAKE A BAG WITH FOLDER, GIVEAWAYS, CDS
o PAST HUH PTS (FOLLOW-UPS) – GIVE THEM COPY OF TESTIMONIAL WITH BUSINESS CARD ASK THEM TO EMAIL BACK
o ALL HUH PTS – TAKE CANDID PHOTOS IN APPT AND POSED PHOTO WITH HEARING AID SPECIALIST, OR OTHER STAFF AVAILABLE (USUALLY BY DONOR WALL, BUT COULD ALSO USE CONF ROOM WALL WITH LOGO.
o ANY TESTIMONIALS RECEIVED SCAN AND SAVE INTO FILE ON DRIVE
o PHOTOS TAKEN – SAVE TO ERF DRIVE
CHILDREN’S HEARING CLINIC
- SEND EMAILS TO REFERRALS
- SEND EMAILS TO SCHOOLS/TEACHERS/LOCAL ORGS THAT WORK WITH CHILDREN
- PULL SUPPLIES FOR CLINIC – SUBMIT ORDER IF ANYTHING IS NEEDED
- MAKE COPIES AS NEEDED
- SETUP AFTERNOON OF CLINIC
- TAKE PHOTOS
- CHECK IN PATIENTS
- PROMOTIONS FOR CLINIC
- BREAKDOWN AT END OF CLINIC
- SCAN REFERRALS TO AUD FOR FOLLOW-UP
Skills:
- Excellent organizational and time management skills
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
- Strong attention to detail and accuracy in data entry and record keeping
- Ability to transcribe information accurately and efficiently
- Knowledge of office procedures and equipment operation
- Experience with phone systems and front desk reception duties
- Strong written and verbal communication skills
- Ability to multitask and prioritize tasks effectively
- Experience as a medical receptionist or personal assistant is a plus
Please note that this is not an exhaustive list of responsibilities and skills. The successful candidate may be required to perform additional tasks as needed to support the office's operations.
Job Types: Full-time, Part-time
Pay: $17.00 - $21.00 per hour
Expected hours: No more than 31 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Day shift
- Weekends as needed
Ability to Relocate:
- Sarasota, FL 34239: Relocate before starting work (Required)
Work Location: In person