Overview  POWER's mission is to help women reclaim their lives from addiction and related emotional health issues and to improve the well-being of future generations. We are an agency committed to providing quality gender-responsive, trauma-informed treatment and recovery supportive services to women with substance use and co-occurring disorders.   The Administrative Coordinator provides support to one or more of POWER’s programs. They play a key role in making sure POWER’s systems and processes are followed to facilitate successful daily operations. The Administrative Coordinator is responsible for a variety of tasks related to reception, scheduling, data entry, customer service, information and record documentation and management, insurance authorizations and billing, and providing administrative support to managers and supervisors.  Essential Duties and Responsibilities  General  + Become knowledgeable of and comply with POWER’s policies and procedures, protocols, and practices.  + Become familiar with Pennsylvania’s DDAP (Department of Drug & Alcohol Programs), Allegheny County’s Department of Human Services, and other regulatory bodies.  + Provide support to staff and supervisors for licensing, monitoring, credentialing, and other regulatory site visits.  + Maintain organized and accurate records and documents per agency’s electronic filing system (currently Microsoft 365 tools like SharePoint).  + Comply with all safety and security policies and serve as a resource to all staff.  Reception  + Greet callers and visitors by answering phones and the door and welcoming clients and guests promptly, attentively, and warmly.   + Provide resource information to clients and visitors as needed.  + When applicable (e.g., outpatient), register clients who come for services and collect all required information and documentation.  + Maintain the reception area so that it is clean, safe, and welcoming and ensure that it always reflects POWER’s values, philosophy and trauma-informed principles.  + Ensure that confidentiality statements are signed and filed in log upon visitors’ and guests’ first visit.  + Work collaboratively with POWER’s administrative support team on special projects as needed and provide back-up support if necessary.  + Participate in meetings and staff development/training activities as required.  Administrative Support  + Provide word processing, filing, copying, faxing, proofreading, and other routine office tasks.  + Schedule and manage meetings including staff, team, special, job candidate interviews, and client Telehealth appointments. Prepare agendas and meeting minutes.  + Complete data entry in the agency’s electronic medical record (EMR) system, verify documentation for accuracy and upload documents in client records when applicable.   + Create and maintain spreadsheets, PowerPoint presentations, program files, records, logs, and reports including relevant program manuals, policies and procedures, and forms.  + Work with Program Managers/Directors to update and revise program manuals, policies and procedures, and forms and make sure staff always have access to the most up-to-date information.  + Assist Manager/Director with preparation and distribution of various reports (Daily Service Log, County Capacity Report, Client Discharge Certificates and staff training certificates.  + Promptly alert staff of receipt of subpoenas and any notices or invitations from CYF (Children, Youth & Families), the courts and law enforcement, etc.  + Collaborate with community partners and serve as the liaison to Allegheny County departments and programs, Squirrel Hill Health Center and other healthcare facilities, and health and human service providers.  + Review and verify client insurance eligibility in Promise and maintain client accounts by obtaining, recording, and updating personal and financial information in the EMR.  + Provide technical assistance to staff on matters related to the use of technology and equipment.  + Report and manage needed repairs and/or replacements of furniture and equipment.  + Receive, sort, and distribute incoming mail and stamp outgoing mail.  + Facilitate purchasing per approved policies and maintain inventory of products, equipment, and supplies.  + Manage transportation support including purchasing, distributing, and tracking bus tickets; and serve as the liaison to Traveler’s Aid and other transportation programs.  + Track Welcome Bags and communicate and work with the Volunteer Coordinator to ensure adequate supply.  + Ensure all client packets (e.g., Intake Assessment, 1st Appointment, Enrollments, etc.) are accurate and available.  + Check and respond to emails promptly.  + Provide administrative support coverage for absences and peaks in workload; provide back-up support to other programs and departments as needed.  + Maintain Narcan supply and serve as liaison with Allegheny County  + Schedule appointments, reminder calls, texts, and emails.   + Make coffee and make sure breakfast/snacks are available for clients.  Requirements  + Proven experience as an administrative assistant or similar role.   + Proficiency in Microsoft 365 Office Suite (SharePoint, Word, Excel, PowerPoint, Outlook, Teams.)  + Excellent organizational and time-management skills.  + Strong communication and interpersonal abilities.  + Ability to work independently and as part of a team.  + High school diploma or equivalent; associate or bachelor’s degree preferred.   Starting annual salary for the position is $38,727 - $59,609.  All wages are listed at a starting rate, based on experience, education and skills.  Disclaimer  + Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to do this job at any time.  + This job description reflects management’s assignment of essential functions; it does not restrict or prescribe the tasks that may be assigned.  + Critical features of this job have been described in the narrative. They may be subject to change at any time due to reasonable accommodation or other reasons.  POWER is an equal opportunity employer and provider.  Powered by JazzHR