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Administrative Operations Specialist

2 months ago

Hackensack, New Jersey, United States Bergen Volunteer Medical Initiative Full time
Job Overview

Salary: $23.00 per hour
Position: Part-Time (20 hours per week, 4 hours per day, 5 days a week)
Location: Hackensack, NJ (In-person)

About Bergen Volunteer Medical Initiative: BVMI is committed to delivering exceptional healthcare services to underserved populations. We strive to create a collaborative and inclusive environment where every employee can excel and contribute to our mission of community health improvement.

Role Summary

The Operations Coordinator is essential in ensuring the efficient operation of BVMI. This role encompasses a variety of administrative and operational responsibilities aimed at enhancing productivity across various departments.

Key Responsibilities
  1. Volunteer and Practitioner Scheduling:
    • Manage volunteer schedules for clinical services, ensuring optimal coverage and resource utilization.
    • Coordinate practitioner shifts based on availability and patient requirements, balancing workloads effectively.
  2. Financial Management:
    • Collaborate with management to process donations, ensuring accurate records and compliance with financial protocols.
    • Timely deposit of donations and maintenance of detailed financial documentation for auditing.
    • Regularly collect and categorize receipts from departments to ensure proper tracking and verification.
    • Conduct weekly counts and deposits of clinic donation box funds.
  3. Administrative Duties:
    • Monitor inventory levels for clinical and office supplies, anticipating needs and facilitating timely replenishment.
    • Research and negotiate with vendors to secure cost-effective supplies.
    • Coordinate with staff to ascertain specific supply needs, ensuring seamless operations.
    • Perform errands related to mailing and other administrative tasks as required.
    • Maintain compliance with OSHA regulations by updating necessary documentation.
  4. Clinical Support:
    • Oversee the creation and maintenance of clinical documentation, including converting forms to digital formats.
    • Provide backup support for troubleshooting telehealth systems.
  5. Collaboration Across Departments:
    • Engage with various teams to support organizational objectives and initiatives.
    • Work alongside volunteers and interns to delegate tasks and enhance operational efficiency.
    • Participate in meetings and training sessions to share insights and contribute to strategic planning.
Qualifications
  • High school diploma or equivalent; bachelor’s degree in a relevant field preferred.
  • Experience in scheduling, financial oversight, or procurement is beneficial.
  • Strong organizational abilities with effective prioritization skills.
  • Capability to manage multiple tasks in a dynamic environment.
  • Attention to detail in financial and inventory management.
  • Excellent communication skills for collaboration with diverse teams.
  • Proficiency in Microsoft Office/Google Docs and adaptability to new software.
  • Experience with electronic medical records preferred.
  • Valid driver’s license and reliable transportation required.
Benefits
  • Competitive salary based on experience.
  • Comprehensive benefits package including retirement savings and paid time off.
  • Opportunities for professional growth and development within the organization.

Equal Opportunity Employer: BVMI is dedicated to promoting diversity and inclusion in the workplace. We welcome applicants from all backgrounds.