Administrative Coordinator

Description

Summary/Objective:

Under the supervision of the Administrative Services Manager, the Administrative Coordinator supports various functions and operations for several Agency Departments utilizing CHJC’s Satellite Office location in Lowville. They are responsible for warmly greeting visitors and ensuring visitors are directed to appropriate personnel. The Administrative Coordinator supports office operations by overseeing scheduling, purchasing, and maintenance of space and agency vehicles. Note: this position is directly tied to expectations of CHJC’s Lewis County office location. It is the expectation that this individual works in the Lewis County office.

Essential Functions:

1. Answers and directs all incoming phone calls
2. Greets and directs all visitors with excellent customer service
3. General oversight of agency vehicle fleet in Lowville:
4. As required, schedules vehicle maintenance appointments (ensures the vehicles are dropped off and picked up for service)
5. Submits necessary billing documents for any maintenance/repairs
6. Oversees the cleanliness of vehicles (schedules cleaning as necessary)
7. Ensures all vehicles are equipped with necessary items (washer fluid, gas cards, AAA cards, snow brush, etc.)
8. In partnership with the facilities team ensures proper and up-to-date vehicle documents (registration, inspection, insurance)
9. Responsible to complete necessary room reservations and RSVPs for special meetings or events
10. Provide in-person office coverage specific to late night hours of clinic operations. 

13. Supports Clinic Operations:

Work Environment:

Office environment will require occasional travel to conferences and/or meetings. Works in an office setting with a controlled temperature environment. Occasional exposure to inclement weather conditions may occur depending upon assignments. Exposure to noise and occasional physical activity may occur. May have contact with service recipients that are agitated and/or confused. Some risk is involved working with service recipients with serious mental illnesses.

Physical Demands:

This position involves standing, walking, bending, stooping, and reaching as needed to access files, attend meetings, and interact with staff across departments. Occasionally, the employee may need to lift and carry items weighing up to 50 pounds, such as files. Fine motor skills are essential for typing, writing, and handling documents. This position also demands sufficient visual acuity to read printed materials and computer screens, as well as an auditory ability to communicate effectively in person and through phone or video conferencing. Additionally, occasional travel within the service area may be required for training, and to complete essential functions of the position. Reasonable accommodation can be provided to enable individuals with disabilities to perform essential functions.

Position Type/Expected Hours Of Work:

Full-time, traditional hours required along with some non-traditional hours. This position is required to work on-site.  

Travel:

Some travel may be required

Requirements

Required Education And Experience:

High school diploma required, Certificate or Associates Degree in a related field preferred with one to two years of general office experience. Must be able to type and use word processing software including database and spreadsheet software ability including Word, Excel, PowerPoint and other office related software. Must be able to use copiers, computers, phones, faxes, etc. Knowledge of the internet and social media. The individual must have proficient computer skills and working knowledge of Microsoft Word, Excel, PowerPoint, Teams, and Outlook.

Skills / Abilities / Knowledge:

Strong organizational and time-management skills with attention to detail. Excellent interpersonal and communication abilities, with a collaborative, team-oriented approach. Ability to handle confidential information ethically and without bias. Demonstrates professionalism, tact, and diplomacy when working with diverse populations. Self-directed and capable of managing multiple priorities effectively. Knowledge and experience with Strength-Based and Individualized Care approaches for children and families. Able to adapt to change productively and perform other duties as assigned.

Additional Eligibility Qualifications:

Must maintain privacy of confidential information. Successful completion of routine pre-employment requirements as mandated by the New York State Department of Health, Office of Mental Health and Office of Children and Family Services along with ongoing clearances and exclusion checks. These requirements are to include employment health requirements, reference checks, criminal background checks/fingerprinting, State Central Registry clearance and your eligibility to work in the United States. Valid NYS driver’s license required. Corporate Compliance, HIPAA Privacy Security, and Workplace Harassment and Discrimination Training will be required following date of hire.