Program Coordinator Assistant Manager

7 days ago

Vinita, Oklahoma, United States HOME OF HOPE Full time
Job Title: Program Coordinator Assistant Manager

We are seeking a highly organized and detail-oriented Program Coordinator Assistant Manager to join our team at HOME OF HOPE. The successful candidate will provide administrative support to the Program Director, Program Coordinators, House Managers, and staff members in the Community Supports and Residential Programs.

Key Responsibilities:
  • Administrative Support: Provide telephone coverage, copier projects, mail handling, supplies control, and necessary communications internally and externally via letters, email, and distribution of policies and procedures.
  • Schedule Management: Assist Program Coordinators in managing their schedules and handle calls from internal and external sources.
  • Document Management: Set-up and maintain suspense tickler files to track activities with specific deadlines, manage central files, update contact lists as needed.
  • Supply Procurement: Purchase office supplies and equipment with the approval of the Program Director, maintain documentation.
  • Meeting Coordination: Provide logistical support for monthly meetings by preparing meeting rooms, setting up events, attending meetings, taking notes, transcribing, and distributing minutes.
  • Special Projects: Perform special projects assigned by the Program Coordinator or designee.
Core Functions:
  • Staff Support: Assist staff with missed punches (in or out, leave-time, or other questions).
  • Phone Coverage: Take care of staff inquiries and needs on payroll Monday, screen and process incoming calls and questions from staff.
Mileage and Expenses:
  • Mileage Tracking: Conduct monthly log on mileage, oil change, DOA mileage & trip summary, figure billable mileage and turn it in to finance.
  • Expense Management: Check personal money and petty cash to ensure accuracy, alert the Program Coordinator if issues arise, call House Managers if not turned in on time.
Personal Money, Petty Cash, PEX Cards, Fuel Receipts:
  • Monitoring: Check personal money and petty cash to ensure accuracy, alert the Program Coordinator if issues arise.
  • Notification: Call House Managers if not turned in on time.
Responsibilities with Claremore Area Program Business:
  • Courier Service: Serve as a courier for Claremore Area Program Business.
  • Money Handling: Pick up client personal money and petty cash, deliver client personal money and petty cash, deliver pay stubs.
Additional Duties:
  • Incident Reporting: Enter online incident reports.
  • Documentation: Type up outcomes, fax/scan DDS-5's and get them to the Program Coordinator for medical changes.
  • Training Audit: Assist OCA during staff training audit by locating copies of in-services if needed.
  • Support Services: Assist staff when the Program Coordinator is out of office, assist with checking all in-services to ensure they are current, especially for new hires and changes in staffing between houses.
  • Office Supplies: Order office supplies.
  • Filing: Maintain filing systems.
  • Mailings: Fax PT, nutrition, ETL, and other professionals' monthly paperwork.
  • Random Drug Screenings: Hand out random drug screenings.
  • Quarterly Summaries: Help Program Coordinators with quarterly summaries.
  • Other Duties: Perform other duties as assigned.
Requirements:
  • Education: Associate degree or equivalent relevant experience.
  • Experience: Demonstrated proficiency in word processing, spreadsheets, and effective oral and written communication.
  • Skills: Organized, excellent computer skills, people skills, previous HOH experience preferred.

The estimated salary range for this position is $40,000-$50,000 per year, depending on experience and qualifications. If you are a motivated and detail-oriented individual who is passionate about providing exceptional support to our team, please submit your application.

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