Operations Specialist

Are you interested in improving the quality of life for the people in your community? Do you have a passion for ensuring that those with mental health and substance use disorders receive the services they need? Are you looking for a place to work that is committed to the development of staff and matching people to work they love? A place that values a diverse workforce that strives for excellence while maintaining a healthy work/life balance?

Then come join us!

Position Description
:

Position Title:

Operations Specialist

Department:
Operations

Reports To:

Chief Administrative Officer (CAO)

Southwest Michigan Behavioral Health (SWMBH) is a $350 million governmental entity managing behavioral health services for Medicaid beneficiaries under contract with the Michigan Department of Health and Human Services (MDHHS) in an eight-county region in Southwest Michigan.

SWMBH is currently looking for an Operations Specialist. The Operations Specialist provides administrative support to the organization in various departments at the direction of the Chief Administrative Officer or designee. The position may perform some or all the duties and responsibilities on any given day or may be assigned short-term projects. In this role, the Operations Specialist will answer inquiries and obtain information for internal and external customers, visitors, and other interested parties.

The position requires strong independent problem-solving skills and the acceptance of new challenges with professionalism. Will often act as the primary point of contact for internal and external stakeholders with issue or questions and will assist in direction to proper points of contact.

DUTIES and RESPONSIBILITIES:

• Provides front desk reception coverage and welcomes visitors by greeting them kindly and professionally, in-person or on the telephone.
• Serves as the SWMBH “gatekeeper” by screening calls, discerning the nature and purpose of the visit, and contacting the appropriate employee(s) or SWMBH department.
• Directs visitors and customers by maintaining a current employee and department directory.
• Maintains a safe and clean reception area by complying with procedures, rules, and applicable regulations; maintains security by following procedures related to checking in/out all visitors.
• Performs communication support tasks such as proofreading, transcribing handwritten information, developing email correspondence for internal and external distribution, and responds to sensitive and confidential documents.
• Acts as the primary administrator of the organization’s social media pages and external postings; maintains web site in assigned capacity.
• Serves on the internal website committee representing the Operations department.
• Collects, sorts, distributes, and prepares mail and courier deliveries.
• Provides support for internal committee meetings; maintains conference and meeting room schedules and prepares the rooms to ensure the seating, refreshments, and cleanliness of the rooms meets the standard requirements and expectations.
• Ensures the facility is kept clean and maintained and properly supplied through interaction with multiple vendor representatives.
• Provides administrative support functions for multiple departments and Senior Leaders.
• Develops and tracks administrative vendor contracts per organizational procedures and requirements ensuring the completion of all necessary paperwork to comply with agency procurement policies.
• Maintains and updates the organization’s Policy & Procedure manual and assures proper updating to all required departments and online sources.
• Conducts, monitors, and records purchases by administrative staff ensuring appropriate paperwork is completed.
• Creates management reports and correspondence, as directed.
• Maintains a neat and orderly electronic filing system and maintains the confidentiality of all documents as required by policy or statute.
• Schedules for employee travel and professional training, as directed.
• All other duties as assigned.

ESSENTIAL FUNCTIONS:

• Provides reception and administrative support services for Southwest Michigan Behavioral Health (SWMBH). This position serves as the professional face of the SWMBH…