Assistant Program Coordinator

To provide administrative and secretarial support to the Program Director, the Program Coordinators, the House Managers, and the Staff of the Community Supports and Residential Programs.

• Provide administrative support for the Community Supports/Residential Programs to include telephone coverage, copier projects, mail handling, supplies control and necessary communications internally and externally via letters, email, and distribution of policies and procedures.
• Assist the Program Coordinators in the management of their schedules and handle calls for these managers from both internal and external sources.
• Set‑up and maintain suspense “tickler” files to track activities with specific deadlines. Manage central files. Update contact lists as needed.
• Purchase office supplies and equipment with the approval of the Program Director. Maintain documentation.
• Provide administrative support for Monthly Meetings. Prepare meeting rooms, attend, take notes, transcribe and distribute minutes of meetings.
• Perform special projects as assigned by Program Coordinator or designee.

• Assist staff with missed punches (in or out, leave-time, or other questions).
• Take care of staff inquiries and needs, as well as phone calls on payroll Monday.
• Screen and process incoming calls and questions from staff to Program Coordinator on payroll Monday.

• Do monthly log on mileage, oil change.
• DOA mileage & trip summary.
• Figure the billable mileage and turn it in to finance.
• Contact staff for current insurance and driver license.
• Notify Program Coordinator if there is questionable mileage in a timely manner.
• Contact House Manager if mileage is not turned in, utilizing good customer service skills.
• Track mileage, ensuring House Manager turns it in on time and it is correct.
• Alert Program Coordinator if there are issues with timeliness, neatness, etc.

• Check the personal money & petty cash to ensure all is correct.
• Alert Program Coordinator if there are issues.
• Call House Managers if not turned in on time and alert Program Coordinator if this is an ongoing issue.

• Courier for Claremore.
• Pick up client personal money and petty cash.
• Deliver client personal money and petty cash.
• Deliver pay stubs.

• Enter online incident reports.
• Type up outcomes.
• Fax/scan DDS‑5’s and get to Program Coordinator for medication changes.
• Assist OCA during staff training audit – can locate copies of in‑services if needed.
• Assist staff when Program Coordinator is out of office.
• Assist Program Coordinator with checking all in‑services, making sure all are current – especially new hires and changes of staffing between houses.
• Order office supplies.
• Filing.
• Fax PT, nutrition, ETL and other professionals monthly paperwork.
• Handout random drug screenings.
• Help Program Coordinators with quarterly summaries.
• All other duties as assigned.

Client Centered Care:
We are committed to making all decisions and performing all actions with the well‑being of our clients as our primary focus, and to always putting our clients’ interests ahead of our own.

Accountability:
We take personal responsibility, as an organization and as individuals, for our actions, hold each other accountable, and expect to be held accountable at any point throughout the year for our decisions and actions.

Respect:
While keeping the focus on the needs of our clients, we also commit to demonstrating mutual respect in communication and actions so that a positive environment for everyone is maintained.

Excellence:
We are committed to using established best practices, to evaluating effectiveness of our efforts, and to demonstrating a willingness to change current practices at any point based on evidence that change is needed.

Education and Experience:

• Associate’s degree or equivalent relevant experience.
• Demonstrated proficiency in word processing, spreadsheets, and effective oral and written communication.
• Will need to be organized, possess excellent computer skills and people skills. Previous HOH experience preferred.