PATH has a new opportunity for a part-time temporary Office Coordinator to assist in the start-up of our recruitment efforts.
Should there be growth in these efforts, over time this position may move to full-time.
Please consider joining our team!
Summary: Provide overall administrative support for all personnel, data management systems, licensing processes, communications, record management and general office duties.
DUTIES AND RESPONSIBILITIES
(The following list is not comprehensive but highlights the major areas of responsibility for the position.)
1. Provide overall administrative support and direction to ensure the efficient operation of office functions consistent with PATH policy and procedure.
a.Purchase and maintain office supplies, equipment, and furniture as approved and directed.
b.Verify bills from vendors and submit them to accounting for payment.
c.Manage all mailing (external and internal), message distribution and website inquiries.
f.Schedule and prepare facility for meetings
g.Create and maintain quality customer service for reception of visitors and guests.
2. Develop and maintain computer databases and necessary hard copy files for PATH programs for local office as per PATH policies.
a.Manage the collection and input of necessary information.
b.Maintain referral master log, variance tracking, archives and prospective foster parent log as directed by supervisor.
c.Monitor website for foster parent inquires as directed.
d.Prepare necessary reports according to established schedules.
d.Track numbers and stats in Evolv for the Recruitment and Licensing team.
3. Demonstrate clear and professional verbal, written and electronic communication.
a.Create and maintain quality customer service practice.
b.Maintain confidentiality and data privacy.
c.Attend meetings and prepare, distribute and file minutes as assigned.
d.Maintain positive public relations.
4. Responsible for executing social media accounts.
a.Execute and maintain effective soical media platforms to inform and promote PATH as assigned (i.e. Facebook, LinkedIn, etc.)
b.Monitor the sites for analytical purpose and inappropriate content (during working hours).
5. Support Director of Community Relations
a.Manage and track shipments and orders including business cards, other mail needs within the department
b.Oversee the promotional material and apparel
c.Maintain a tracking system for PATH donations and send thank you's
d.Record all recruitment and communications activities.
6. Ensure the confidentiality and integrity of all Nexus/PATH proprietary information, including the confidentiality of client’s information in compliance with all licensing regulations, Nexus policy, and COA and HIPAA guidelines.
7. Attend and participate in meetings, trainings, and special projects as assigned. Understand and support Nexus philosophy and treatment modalities.
8. Perform other job related responsibilities, tasks and projects as apparent or assigned.
Knowledge, Skills and Personal Attributes
? Remain current on all required training and certifications.
? Demonstrate the ability to plan, organize and effectively manage multiple priorities and perform activities in a manner that makes the best use of existing resources, staff and time.
? Exhibit clear, professional, respectful, and strengths-based communication to interface effectively with multiple external contacts, families, and staff and willingly share knowledge, information, and resources appropriately. Demonstrate conflict-resolution skills with clients, families, and other team members in times of need.
? Easily adjust and be highly flexible in meeting changing work needs and demands and willingly provide direction and/or assistance when needed.
? Demonstrate problem resolution skills and the ability to handle emergency or crisis situations and use sound judgment by taking appropriate actions consistent with Nexus policy and procedures. Remain calm and effectively manage stressful workload conditions and difficult, emotionally charged or crisis situations.
? Exhibit a spirit of cooperation among coworkers and comply with corporate and site policies and procedures.
? Exhibit excellent guest relations toward clients, visitors and co-workers; show courtesy, compassion, respect and a spirit of cooperation and present a professional image to the public at all times.
? Adhere to department procedures regarding punctuality and attendance and exhibit a significant degree of flexibility and cooperation with shift scheduling and rotation needs.
? Interact with and appreciate people from diverse, cultural, social, and religious backgrounds.
? Continually seeks knowledge of and exhibits an understanding and acceptance of differences in gender, race, age, culture, ethnicity, class, religion and disability to better appreciate staff, children, and families.
? Supports the mission of Nexus (“Strengthening Lives, Families, and Communities Through Our Cornerstone Values”) by exemplifying the Cornerstone Values and the Nexus Guiding Principles in all interactions with internal and external customers, and in all work performed on behalf of the organization.
Education, Credentials and Experience
? High School diploma required. Additional office support training, such as a related Associate Degree or vocational/business education strongly preferred; minimum of 2 years administrative support experience required.
? Requires PC literacy and proficiency with Microsoft Office Outlook, Work and Excel. Knowledge and experience with PowerPoint and social media strongly preferred.
? Accurate word processing/typing skills of at least 55 wpm strongly preferred, along with excellent grammar skills.
? Experience with databases strongly preferred.
? Proficiency in operating and maintaining various types of general office equipment required (copiers, faxes, phones, mail machines, scanners, etc.)
? Knowledge of standard electronic and paper copy filing techniques that support regulatory, security and easy retrieval requirements.
? Requires repetitive hand and wrist motion for writing, typing and data entry.
? Must possess visual acuity enabling lengthy periods of time dedicated to computer terminal work.
? Must be able to sit for long periods of time and utilize general office equipment continually (computer, phone, fax, copier, calculator, etc.)
? Infrequent lifting of no more than 30 pounds.
? Reaching, bending, twisting and stretching conducive to an office environment.
? Vocal/speaking ability and hearing acuity required for phone coverage and greeting visitors.