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Administrative Program Coordinator

2 months ago

Utica, New York, United States Center for Family Life and Recovery Full time
Job Overview

Position Summary:

The Program Operations Assistant plays a vital role in delivering comprehensive administrative support to the Employee Assistance Program (EAP) and its associated account managers. This position demands exceptional organizational capabilities, meticulous attention to detail, and the capacity to manage multiple responsibilities effectively. The Program Operations Assistant will oversee scheduling, customer relations, and general administrative duties to facilitate seamless operations and ensure superior service delivery.

Core Responsibilities:

Administrative Duties

· Provide administrative support to the EAP team and Program Account Managers.

· Execute various office tasks such as filing, copying, and other assignments as directed by the Office Systems Manager or EAP Account Managers.

· Draft and manage correspondence, reports, and essential documents.

· Organize and maintain both electronic and physical files.

· Handle sensitive information with the utmost confidentiality.

Scheduling and Coordination:

· Collaborate with the EAP team to prepare for upcoming events and training sessions, ensuring all necessary materials are ready.

· Maintain the front office calendar, ensuring all appointments and schedules are current.

Customer Relations:

· Act as the primary point of contact for clients and visitors, delivering exceptional customer service.

· Address inquiries via phone, email, and in-person, directing them to the appropriate resources.

· Resolve client concerns and escalate issues to relevant team members as necessary.

Front Office Management:

· Ensure the front office environment is welcoming, organized, and professional.

· Greet clients and manage scheduling in accordance with counselors' availability.

· Process incoming mail, record deposits, and manage outgoing correspondence.

· Ensure that satellite offices receive necessary documentation and that all required documents are returned promptly.

· Oversee office supplies and inventory, placing orders as needed.

· Maintain cleanliness and organization in common areas.

Program Support:

· Assist in the preparation and distribution of program materials and resources.

· Support the execution and monitoring of EAP initiatives and programs.

· Compile and analyze data for EAP reports and evaluations.

· Generate reports and prepare billing forms for the Finance Department.

· Attend program leadership meetings to contribute to program initiatives.

· Collaborate with the team by performing additional duties as required.

General Responsibilities:

· Undertake other administrative tasks as assigned by the EAP team and program account managers.

· Assist with special projects and initiatives as needed.

· Uphold a high standard of professionalism and confidentiality in all interactions.

· Foster a positive workplace atmosphere.

Qualifications:

  • High school diploma or equivalent; vocational certificate/diploma in Business and Office Administration is a plus.
  • Understanding of confidentiality and HIPAA regulations.
  • Proficient computer skills and experience in public interaction.
  • Excellent communication abilities.
  • Current and valid driver's license.