Company Description The dream of Hopewell Center began in the early 1950's when a group of parents sought services for their children and founded Peter Pan Preschool. The group incorporated in 1966 and officially adopted the name Hopewell Center in May 1983.
As a private, not-for-profit agency, Hopewell has experienced rapid growth in services, personnel, and persons served. While originally focusing exclusively on persons with disabilities, Hopewell has expanded its services to families with infants and toddlers that are 'at-risk' due to developmental or socio-economic factors.
Hopewell now has an array of facility and community-based opportunities, including family services, children's services, employment services, and residential services. Today, nearly 200 caring professionals provide person-centered services to over 450 individuals a year.
Job Description Th Administrative Coordinator for Hopewell Center is responsible for facilitating the efficient operation of the organization through comprehensive administrative support.
DUTIES:
- Coordinates and provides comprehensive administrative support to the President/CEO and other department heads and staff, including but not limited to, typing correspondence, reports, filing, scheduling appointments, making telephone calls, and serving on agency safety committee.
- Supervises and directs daily activities of office support staff, including interviewing, hiring, training, assigning work, evaluating employee performance, and providing corrective instruction.
- Attends and takes minutes at the Board of Directors meeting and committee meetings, completing agendas, minutes and other related materials. Plans and prepares board lunches. Prepare all the necessary materials in an organized packet for each board member prior to meetings. Sends meeting reminders and tracks board member attendance.
- Is a member of the agency management team.
- Provides administrative support to the HR Director by maintaining personnel files, tracking in-service training records, and submitting initial workers' compensation claims. Maintains EEO compliance logs and assists with key HR functions including background checks, drug screen coordination, and reference verifications.
- Coordinates and conducts the purchases of agency office supplies in a cost-effective manner that assures ready availability of necessary items to authorized personnel.
- Acts as the Hopewell Center HIPAA Security Officer.
- Builds a strategic and comprehensive privacy program that defines, develops, maintains and implements policies and processes that enable consistent, effective privacy practices which minimize risk and ensure the confidentiality of protected health information (PHI), paper and/or electronic, across all media types. Ensures privacy forms, policies, standards, and procedures are up to date.
- Assure documentation of receipt and acknowledgement sent for all received donations. Assures the receipt and log documentation for any cash or checks received in person or opened by mail by front desk staff.
- Maintains and assures receipt of current driver's license and automobile insurance for all applicable employees.
- Conducts related ongoing compliance monitoring activities including risk assessment/analysis in coordination with the organization's other compliance and operational assessment functions.
- Takes a lead role, to ensure the organization has and maintains appropriate privacy and confidentiality consents, authorization forms and information notices and materials reflecting current organization and legal practices and requirements.
- Oversee, develop and deliver initial and ongoing privacy training to the workforce.
- Establish and administer a process for investigating and acting on privacy and security complaints.
- Tracks and analyzes consumer incident reports and summarizes quarterly.
- Collaborate with the HR Director to facilitate new employee orientation and support onboarding activities, ensuring a smooth and welcoming start for all new hires.
- Maintains and assures OIG checks on a quarterly basis for employees and applicable contractors.
- Oversees assignment of agency vehicles for staff as needed.
- Recommends purchases and maintains all office equipment, arranging for service and repair, as needed.
- Serves as backup for telephone system and front desk area; answers telephone and greets agency visitors, consumers and their families, determines nature of call, assists and/or directs to appropriate individual.
- Conducts ongoing background checks for applicable staff.
- Responsible for electronic sign messaging.
- Maintains a check-out system for agency keys, opens and/or secures administration doors at the beginning and end of business day.
- Maintains documentation of in-service training for all staff.
- Oversee the submission of required paperwork for fundraising events. Oversee ticket sales, table reservations, invoicing of sponsors, creation of fundraiser program and all printed material.
- Performs related duties as assigned, assuring the best interest of both the agency and the consumers' welfare.
Qualifications - Must possess high school diploma or its equivalence, and previous business and/or administrative experience.
- Knowledge of: HIPAA-related rules and regulations; techniques of administrative and organizational systems analysis; principles and practices of project planning, monitoring, and evaluation; methods of research including the use of automated systems; effective interviewing and investigation techniques; computer software, including word processing, spreadsheet, database and security programs; operation, capacity, and capabilities of current information technology equipment; data administration including the categorizing, storing, and dissemination of information; standard English usage and grammar.
- Ability to: read, learn, understand, and interpret the Health Insurance Portability and Accountability Act; learn other relevant information privacy laws related to access and release of protected medical information; research, analyze, and apply legislation and legal precedents to resolve issues; communicate effectively both verbally and in writing; make independent decisions; analyze situations and take appropriate action
- Thorough knowledge of standard office procedures and routines, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
- Ability to supervise and direct activities of office support staff, including interviewing, hiring, training, making work assignments, evaluating performance and providing corrective instruction.
- Knowledge of standard English grammar, spelling, and punctuation, with ability to proofread documents, type with speed and accuracy, and take accurate and thorough meeting minutes.
- Ability to operate a variety of office equipment, including computers and printers, copier, postage meter, FAX machine and telephone.
- Ability to follow verbal and written instructions and perform duties under minimal supervision.
- Ability to effectively complete assignments amidst frequent distractions, interruptions and service to the public. Ability to work under pressure and meet formal deadlines.
- Ability to follow all personnel policies and rules of the organization.
- Ability to maintain confidentiality as it related to Board & personnel business.
- Ability to effectively communicate with agency superiors, board members, and other personnel, consumers and their families, and the general public.
- Ability, as first contact, to represent Hopewell Center in a professional, courteous, and caring capacity.
Additional Information All your information will be kept confidential according to EEO guidelines.