Program Coordinator Assistant

2 days ago

Claremore, Oklahoma, United States HOME OF HOPE Full time
Job Summary

We are seeking a highly organized and detail-oriented Program Coordinator Assistant to provide administrative support to our Program Director, Program Coordinators, House Managers, and staff. The successful candidate will be responsible for providing exceptional support in various areas, including general clerical duties, core responsibilities, mileage tracking, and personal money management.

Key Responsibilities
  • Provide administrative support for the Community Supports/Residential Programs, including telephone coverage, copier projects, mail handling, supplies control, and necessary communications.
  • Assist Program Coordinators in managing their schedules and handle calls from internal and external sources.
  • Set up and maintain suspense tickler files to track activities with specific deadlines, manage central files, and update contact lists as needed.
  • Purchase office supplies and equipment with the approval of the Program Director and maintain documentation.
  • Provide logistical support for monthly meetings, including preparing the meeting room and distributing minutes.
  • Perform special projects as assigned by the Program Coordinator or designee.
  • Assist staff with missed punches, take care of staff inquiries and needs, and screen and process incoming calls and questions from staff.
  • Track mileage, ensure timely and accurate submission, and alert the Program Coordinator if there are issues.
  • Manage personal money and petty cash, ensuring accuracy and alerting the Program Coordinator if there are issues.
  • Deliver client personal money and petty cash, pay stubs, and other essential documents.
  • Enter online incident reports, type up outcomes, and fax/scan DDS-5s for medical changes.
  • Assist with staff training audits, locate copies of in-services, and assist staff when the Program Coordinator is out of office.
  • Order office supplies, maintain filing systems, and fax monthly paperwork for PT, nutrition, ETL, and other professionals.
  • Hand out random drug screenings and assist with quarterly summaries.
Core Values

We are committed to making all decisions and performing all actions with the well-being of our clients as our primary focus. We take personal responsibility for our actions, hold each other accountable, and expect to be held accountable at any point throughout the year for our decisions and actions.

We demonstrate mutual respect in communication and actions, maintaining a positive environment for everyone. We are committed to using established best practices, evaluating effectiveness, and demonstrating a willingness to change current practices based on evidence.

Requirements
  • Associates degree or equivalent relevant experience.
  • Demonstrated proficiency in word processing, spreadsheets, and effective oral and written communication.
  • Organized, excellent computer skills, and people skills. Previous HOH experience preferred.

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