Administrative Coordinator-SUD chez None

INTRODUCTION

This position will be within the DOC facilities known as the Central Detention Facility (CDF) and the Correctional Treatment Facility (CTF), jointly known as the DC jail and will provide direct support to the SUD Program Director. The Administrative Coordinator will serve as the primary point of contact on all matters pertaining to the SUD program, reporting and tracking of MAT Services and other deliverables in compliance with contractual obligations. Work requires the ability to work independently, detailed knowledge of organizational operations, procedures, and staff; the ability to multi-task, prioritize and organize assignments. The Administrative Coordinator will provide advanced administrative support with exceptional care, discretion and professionalism, will consistently perform under tight deadlines and will handle confidential material. 

The ideal candidate must also be highly organized, have great communication and collaboration skills, attention to detail, works well with others and able to learn quickly. In coordination with SUD Program Director, may establish processes/procedures to ensure the effective and efficient operation of routine support functions. 

MAJOR DUTIES/ESSENTIAL FUNCTIONS 

Essential and other important responsibilities and duties include, but are not limited to the following: 

• Responsible for the data collection, compilation, organization and maintenance of all data related to MAT Program.
• Provides data entry, analytical support and reporting for monthly, quarterly, annually or as requested for the all DBH requirements including grant reporting federal GRPA data associated with SAMSHA State Opioid Response funding deliverables.
• Creates, maintains, and updates records, databases, and files. Establishes systems to drive work management and data clean-up prior to major reporting deadlines, in collaboration with other staff.
• Establishes systems to drive work management and data clean-up prior to major reporting deadlines, in collaboration with other staff.
• Performs a variety of advanced office tasks, including writing and editing correspondence, maintaining office and director’s calendars, and opening, sorting, and responding to mail. Arranges conference calls. Maintains clear and regular communication with supervisor and assigned leadership to ensure understanding of their shifting priorities in order to effectively support and prioritize work. Coordinates travel itineraries as well as meetings, trainings, and other events and completes expense reports.
• Manages multiple sources of communication and responds on the behalf of the leaders with all levels of internal staff and external contacts with clear and professional communication.
• Manages the active schedules of Leadership team and ensures each are well informed on upcoming commitments and responsibilities and follows up appropriately.
• Conducts leadership meeting support, including preparing meeting agendas, organizing meeting materials, and developing PowerPoint presentations.
• Maintains strict level of confidentiality of all sensitive correspondence, data, and other information. 
• Initiate projects to improve efficiency and ensure ability to re-prioritize and manage last minute requests and short deadlines with workload.
• Maintains inventory and orders general office supplies as needed.
• Processes invoices, submits check requests, and conducts similar office support tasks as requested.
• Participates in assigned meetings, events and training as required
• Other duties as assigned. 

MINIMUM QUALIFICATIONS

• Associate Degree Required. Bachelor’s Degree or higher in secretarial sciences or related field preferred.
• Six years of administrative or clerical experience preferred. 
• Knowledge of SAMSHA’s Government Performance and Results Act (GPRA) grant requirements preferred. 

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrated excellence in interpersonal, verbal and written communication skills as well as excellent writing and editing skills.
• Ability to work effectively with diverse populations, including individuals, teams, managers, supervisors, and vendors. 
• High attention to detail, consistency, and accuracy; excellent written and verbal communication skills. 
• Sound judgement and ability to think, act and make decisions independently.
• Ability to multitask, prioritize, and work in a fast pace environment.
• Experience working in a diverse environment.
• Knowledge of substance use and mental health disorders.
• Strong organizational skills.
• Must be able to work independently.
• Must demonstrate critical thinking, problem-solving, organizational and time management.
• Must have the ability to respect and uphold patient confidentiality.
• Maintain strict level of confidentiality of all sensitive correspondence, data and other information.
• Must have the understanding of and respect for each individual’s unique path to recovery.
• Knowledge and ability to navigate an Electronic Medical Record (EMR), including data entry.
• Demonstrated proficiency with business software.  Demonstrated aptitude for working with Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Access).

SUPERVISORY CONTROLS 

The position reports to the SUD Program Director.  

GUIDELINES

                        The position abides by all rules and regulations set forth by applicable licensing and regulatory bodies, as well as UHC policies and procedures.

PERSONAL CONTACTS

                        The position requires contact with staff at all levels throughout the organization, patients and customers.  There are also external organization relationships that may be a part of the work of this individual.                                             

PHYSICAL DEMANDS & WORK ENVIRONMENT

• The physical demands of this position primarily require the use of hands and fingers.
• Abilities such as vision, hearing, talking sitting, standing and walking around are also required.
• The work area is adequately lit, heated and ventilated.
• The noise level in the work environment is usually low to moderate.
• See the ADA Physical Efforts Checklist.

DISTINGUISHING CHARACTERISTICS

Position requires: a) integrated management of all administrative support, fiscal and operational aspects of a high traffic administrative office; b) planning, organization, and control of meetings and projects; c) establishment and implementation of workflow patterns and operating standards across multiple internal departmental activities. 

The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.