Program Administrative Coordinator

Description About Interfaith Community Services:

As North County's largest social services agency, Interfaith Community Services has been "helping people help themselves" since 1979. The organization provides a wide range of programs designed to empower hungry, homeless, and low-income community members to begin a pathway towards self-sufficiency. Each year, Interfaith Community Services impacts more than?20,000 community members by providing basic needs and nutrition support, social services, shelters and housing, employment development, senior services, veterans programs and addiction recovery support.

Together, in partnership with 250+ diverse faith communities, more than 1,700 recurrent volunteers, and a growing staff of over 275, Interfaith provides a safe-haven and pathway towards self-sufficiency for more than 20,000 community members annually.

If you're passionate about making a difference and thrive in a service-driven environment, we invite you to be part of our mission!

In the Program Administrative Coordinator role, you’ll provide clerical coordination, records, data entry, scheduling, correspondence, filing, and other routine administrative support. This position supports the Program Manager and other program staff by maintaining organized and accurate records, preparing documents and reports, coordinating administrative tasks, and helping ensure information is communicated and processed to ensure timely follow-up by program leadership. The position contributes to organized and accurate data entry and reporting, supports leadership with compliance of documentation standards, and assists with efficient administrative processes and program operations, while providing professional customer service to clients, referral partners, and internal staff.

• Coordinate daily administrative operations for the Recuperative Care Program.
• Maintain and ensure client records are complete, current, and properly filed according to organizational standards.
• Organize office files, documents and other administrative records as needed.
• Provide timely and accurate entry of data per agency and contractual requirements.
• Report identified data quality discrepancies to supervisor to ensure timely corrections.
• Register clients and input data in EHR systems or other designated databases as requested by supervisor
• Assist in the preparation of reports, special projects, audits, and operational initiatives as assigned by the supervisor.
• Run data and other reports routinely or as requested by the supervisor to ensure timely submission.
• Develop and maintain spreadsheets, dashboards, and tracking tools for program metrics.
• Maintain records of program activities and submit reports to supervisor as requested
• Assist with insurance eligibility and/or verification and related administrative processes, including gathering, updating, and maintaining eligibility information and documentation.
• Manage document retention and archival processes according to agency policies at minimum annually.
• Manage office supply inventory, ensuring availability of necessary materials.
• Support program manager in identifying and implementing administrative procedures that improve operational efficiency and program compliance.
• Support leadership with preparing reports for grants, contracts, and regulatory agencies as requested by the supervisor.
• Support continuous quality improvement initiatives through data collection and reporting.
• Maintain policy, procedure, and compliance documentation.
• Maintain confidentiality and safeguard Protected Health Information (PHI) in compliance with HIPAA and organizational policies.
• Attend training courses to ensure up-to-date information of program requirements and…