Office Coordinator

Job Title: Office Coordinator
Reports To: Program Manager
Type: Full-Time

I. Purpose

Under the supervision of the Program Manager. The Office Coordinator provides administrative support to the program, including but not limited to keeping, updating, and maintaining records by getting the appropriate information from the treatment team. The Haven endorses a trauma-informed care approach and a medical model of SUD treatment.

II. Essential Functions

• Provide administrative support to program staff including, but not limited to coordinating meetings, scanning, mail, completion certificates and vouchers, scheduling appointments, filing documents etc.
• Perform several telephonic, answering the multi-line systems, scheduling, and resource functions that ensure callers are routed to the appropriate contact, messages are documented according to protocol, or providing general information regarding available community resources.
• Maintain HIPAA/Confidentiality standards at all times.
• Greet all visitors including clients, providers and guests, welcoming them to The Haven and providing assistance as needed.
• Ensure documentation is uploaded appropriately into electronic medical record.
• Receive and sort donations, providing tax donation forms to donors.
• In accordance with the Finance policies and procedures, completes all ordering.
• Develop an organized system for supply ordering through office supply requests.
• Run required reports from Electronic Health Record and other designated programs, as requested and/or scheduled.
• Prepare appropriate correspondence for clients as necessary.
• Act as Custodian of Petty Cash including, but not limited to reconciliation and reporting.
• Work closely with Program Manager to ensure designated activities do not exceed approved budget(s).
• Perform other related duties as assigned.

• Send Comprehensive Assessment and Integrated Service Plan (ISP) to identified behavioral health agencies or Primary Care Physicians within 30 days of client’s intake. Documents this coordination of care in the Electronic Health Record.
• Complete Meeting Minutes.
• Update Staff Calander with approved PTO.
• Coordinate transportation needs for clients.
• Review client group notes for attendance and attendance award purposes.

Additional Essential Function for Office Coordinator at Residential

III. Qualifications

• High school diploma or GED is required. Associate degree, preferred.
• Knowledge of Office 365 software with emphasis in Excel and Word, required.
• Must have effective time management skills.
• Ability to multitask and work with others in a team environment.
• Excellent communication skills.
• Must possess strong analytical skills and strong organizational skills.
• Behavioral Health experience, preferred.
• Experience with an electronic medical record system, preferred.

IV. Extent of Public Contact

• Interacts with external entities, with all levels of Haven personnel and clients.