• Administrative Support Coordinator

    Job Locations US-CO-Wheat Ridge
    Posted Date 5 days ago(5 days ago)
    Job ID
    2018-1840
    # of Openings
    1
    Category
    Administrative
    Subsidiary
    Jefferson Center
    Type
    Full-Time
  • Overview

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    The Administrative Support Coordinator directly supervising a team of 6 Main Operators, who act as operators and schedulers for Jefferson Center’s central phone operations and assists with the supervision of the Senior Secretaries and Front Office staff.  The Coordinator monitors and provides administrative oversight to Centralized Scheduling and Front Office Staff functions as directed by the Administrative Support Manager. Supervises main operators and front office staff scheduling calendars, assures accuracy in administrative function for both main operator and front office teams.  Coordinator ensures good communication between outpatient offices, Navigation, Housing, Intern and Trainings teams on scheduling systems and administrative items. This role also maintains consistency in process, accuracy in procedure and brings strong customer service expectations to the main operators and front desk staff members.  This position provides backup support on phone and floats to provide front office coverage as needed.

    Responsibilities

    • Provide direct supervision to the Main Operator Team.
    • Assist with the supervision of the Sr. Secretaries and Front Office staff
    • Monitors and provides administrative oversight to Centralized Scheduling functions as directed by the Administrative Support Manager.
    • Supervises staffing schedules for main operators and front office teams.
    • Ability to pull computer generated reports and create Excel spreadsheets
    • Provides strong communication and collaboration between all Jefferson Center departments including; Navigation, Housing, Intern, Trainings teams on administrative items. This role also brings cohesion to the main operators and front offices teams to ensure consistency in administrative function.
    • Maintains and models excellent customer service between main operator’s and front office staff members to Jefferson Center clients and staff.
    • Support main operator staff to maintain at least a 98% answer rate for calls coming into the Attendant Work Station within five rings.
    • Coordinate the implementation and monitoring of additional electronic communications as needed (e.g. Automated Reminder Calls and Client Portal).
    • Responsible for the weather hotline and the closure process of Jefferson Center offices due to weather or emergency.
    • Responsible for backing-up front end phone coverage as needed. This includes the main switchboard, Navigation and centralized scheduling functions.
    • Responsible for front end phone coverage including the main switchboard, Navigation and centralized scheduling functions.
    • Ability to float to cover front office function as needed
    • Provide administrative support to various Jefferson Center programs including providing information only related services to customers, updating resource information, data entry and outreach projects as assigned.
    • Documents all contacts according to Jefferson Center and Navigation Program standards while meeting productivity standards as identified by the Program Director.
    • Monitor email function of Main Operators, Front Office and building support staff to ensure accuracy of process and consistency in procedure in a timely manner.
    • Exhibits enthusiasm, courtesy, adaptability, flexibility, and spirit of cooperation in the work environment.
    • Maintains effective interpersonal relationships with consumers, peers, management, visitors and the general public.
    • Ability to effectively manage time independently, multi-task and prioritizes concerns.
    • Attends trainings as required.
    • Participates in supervision by coming prepared with an agenda. Utilizes a problem solving approach as well as feedback. Attends supervision at times and intervals agreed upon with supervisor.
    • Works cooperatively with other community agencies, as appropriate, and in agreement with supervisor.
    • All other duties as assigned.

     

    Jefferson Center is a Trauma Informed Agency.  As such, the following expectations apply.

     

    • Have an understanding of how trauma impacts the lives of the people being served, so that every interaction is consistent with the recovery process and reduces the possibility of re-traumatization.
    • As required, participate in the Center’s training/educational programs designed to enhance knowledge about Trauma Informed Care, the impact of trauma and trauma recovery.
    • Ensure that interaction with clients and other Jefferson Center employees supports the principles of trauma informed care.

    Other Duties:

    The Administrative Support Coordinator will be held accountable for all duties of this job.  This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

     

    Qualifications

    • Proven supervisory experience is required. 
    • High School Graduate or equivalent required with some College experience preferred.
    • Prior experience in office administrative duties that includes working with a multiple line, heavy volume phone system is preferred.
    • Prior supervisory experience is preferred.
    • Multi-tasking and detail oriented skill sets.
    • Ability to provide excellent customer service skills to clients and staff.
    • Positive, pleasant personality and phone voice.
    • Strong problem solving skills.
    • Proficiency in Microsoft Office products preferred.
    • Able to support a flexible work schedule.
    • Ability to pull computer generated reports and create Excel spreadsheets preferred.
    • Experience working with an electronic health record system and/or scheduling system preferred.

     

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