Coordinator for Residential Services Program Operations

2 weeks ago

Fairbanks, Alaska, United States Fairbanks Resource Agency Inc Full time
SUMMARY:

The Coordinator for Residential Services Program Operations plays a crucial role in supporting the Residential program by delivering outstanding customer service and comprehensive administrative assistance. Key responsibilities encompass data management, handling incoming communications, welcoming and guiding visitors, maintaining program documentation, relaying messages, and organizing staff schedules for assisted living facilities.

KEY RESPONSIBILITIES:

  1. Facilitates the coordination, maintenance, and oversight of staff schedules for various positions, ensuring alignment with program needs for assisted living facilities.
  2. Prepares, processes, updates, and compiles essential documents, records, reports, and correspondence using various software applications, including Excel and Word.
  3. Assists in monitoring program adherence to agency protocols, as well as state and federal regulations.
  4. Records and disseminates minutes or other documentation from meetings.
  5. Supports the residential department with administrative tasks such as filing, compiling timesheets, copying, faxing, typing, scheduling appointments, and conducting reference checks.
  6. Maintains an inventory of office supplies and equipment.
  7. Updates and manages mailing and phone contact lists.
  8. Handles sensitive information with confidentiality and care.
  9. Welcomes individuals entering the facility, assesses the purpose of their visit, and directs or escorts them accordingly.
  10. Keeps workspaces organized, clean, and safe.
  11. Stays informed about agency and program services.
  12. Schedules appointments and maintains updated calendars.
  13. Participates in training sessions, workshops, and meetings.
  14. Opens and closes offices at designated times, adhering to established security protocols.
  15. Operates the telephone switchboard to manage calls, provide information, take messages, or schedule appointments.
  16. Evaluates internal processes and suggests improvements to enhance operational efficiency.
  17. Ensures compliance with training requirements as per agency policies and regulations.
  18. Performs additional administrative tasks and errands as assigned.
  19. Provides backup support to the agency receptionist when needed.
EDUCATION AND EXPERIENCE REQUIREMENTS:

  1. High School Diploma or equivalent.
  2. Two years of prior office experience, preferably in human services or a related field.
  3. Two years of experience with Microsoft Office applications, particularly Excel.
  4. Must meet agency insurance criteria for operating vehicles for agency-related business.
SKILLS AND ABILITIES:

Effective communication skills are essential, both over the phone and in person. A commitment to providing excellent customer service, along with strong attention to detail, is required. The ability to type accurately at a minimum speed of 40 words per minute is necessary. Experience in operating standard office equipment and performing routine maintenance is expected. The incumbent must communicate clearly and precisely, prioritize tasks, and work independently. Collaboration with other programs, staff, and clients is crucial. Reliable transportation and a good driving record are required. Proficiency in computer use and electronic medical record systems is essential, along with the ability to learn new software applications.

CERTIFICATIONS/LICENSES REQUIRED:

Valid Alaska Driver's License

Safety Care Certification

Certification in Adult/Child and Infant CPR

Certification in First Aid

Ability to pass a background check

IMMUNIZATION REQUIREMENTS:

Annual PPD Test

Hepatitis B immunization (or waiver)

WORKING CONDITIONS:

Light Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force constantly to move objects.

PHYSICAL ACTIVITIES:

Reaching: Extending hand(s) and arm(s) in any direction.

Repetitive Motions: Substantial movements (motions) of the wrist, hands, and/or fingers.

Driving: Must meet minimum standards as required by State Law.

ENVIRONMENTAL CONDITIONS:

None: The worker is not substantially exposed to adverse environmental conditions typical of office or administrative work.

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