JOB SUMMARY:

Under the direct supervision of Director of Community Engagement and HUB Operations, the Operations Coordinator is responsible for overseeing and providing administrative support to the East New York Health HUB. This role entails leading and coordinating all operational and administrative functions to ensure optimal building efficiency and high-quality client services. The Operations Coordinator collaborates with executive leadership, program directors, and facilities management to deliver professional care within the facility. This position includes managing ongoing tasks related to the facility's general operations and addressing daily requests from ICL executives and program leadership. The ideal candidate will always maintain a professional demeanor, demonstrating strong customer service skills, confidentiality, and attention to detail. Additionally, this role provides leadership and direction to the Operations Associate.

ESSENTIAL JOB FUNCTIONS:

Establishes the strategic vision and provides leadership for the operations of the East NY HUB. Organizes building systems and office operations to ensure smooth daily functioning. Oversees and documents the implementation of building protocols, ensuring compliance with regulatory agencies and organizational policies. Develops and monitors systems that enhance client interactions, improving program effectiveness and outcomes. Conducts daily walkthroughs to assess needs and ensure compliance with safety protocols. Assesses and maintains adequate stock of facility supplies, managing purchase orders and invoicing. Negotiates the purchase of office supplies, furniture, and equipment, aligning with budgetary constraints. Manages lunchroom supplies and enters repair requests, following up on their completion. Coordinates service orders for shared IT equipment, including copiers and phone systems. Maintains an accurate directory of staff IDs and office locations, as well as a telephone directory. Works with the Facilities Department on emergency and fire drills to ensure staff readiness. Schedules conference and breakout rooms, optimizing the use of shared office space. Supports the onboarding process for new hires, including scheduling and performance evaluations. Holds regular staff meetings to promote open communication, address concerns, and ensure adherence to procedures. Fosters a collaborative work environment, motivating staff and promoting teamwork. Supervises and conducts regular supervision with the Operations Associate to ensure effective facility management. Ensures the reception area effectively welcomes visitors and manages client flow, coordinating with security and program staff. Ensure all phone calls are answered and routed appropriately, handling general inquiries about East NY HUB services. Oversee the receipt and distribution of mail and deliveries, ensuring they are date-stamped and properly managed. Undertakes special projects assigned and performs other job-related tasks as needed. Available to work evenings and weekends as required. Be on call 24/7 days a week Other responsibilities assigned by Director of Community Engagement and HUB Operations.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

Committed to equity, diversity, inclusion and belonging, and active promotion of the ICL values and goals. Excellent written and verbal communication skills. Strong customer service and problem-solving abilities. Ability to interact with diplomacy, tact, and ethics when working with diverse staff and individuals in recovery from serious mental illness and/or substance abuse in a community-based setting. Highly efficient time management skills with the ability to prioritize tasks effectively. Strong multitasking abilities and the capacity to work under pressure while meeting deadlines. Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Excellent project management skills. Ability to work independently with minimal supervision. Self-motivated and effective in both team and individual settings. Knowledge of office practices and administrative procedures. Ability to design and maintain organized filing systems. Skill in creating forms for data collection. Strong proofreading skills with attention to detail for correcting errors. Understanding of and ability to adhere to internal and external laws, regulations, and organizational policies.

QUALIFICATIONS AND EXPERIENCE:

Education: Bachelor’s degree in Business Administration, Operations Management, Healthcare Administration, or a related field is required.

Experience: Minimum of three years of experience in operations coordination, facility management, or administrative support, preferably in a healthcare or community-based setting. Demonstrated experience in coordinating building operations and managing office environments. Proficiency in Microsoft Office Suite and advanced computer skills are required.