ASU Office Coordinator

ASU Office Coordinator (Full Time)

Location: Providence, RI

The Office Coordinator is a 40‑hour/week, full‑time position that oversees daily administrative operations of the ASU, provides support to the ASU leadership team, and supports interdepartmental and programmatic efforts across the agency.

• Oversee daily administrative operations.
• Provide administrative support to the ASU leadership team.
• Support interdepartmental and programmatic efforts across the agency.
• Manage inventory levels for office, clinical, housekeeping, and program supplies.
• Purchase supplies and maintain adequate stock levels to support program operations.
• Receive, track, and distribute incoming orders and deliveries.
• Manage petty cash in accordance with agency policies and procedures.
• Coordinate food purchasing.
• Obtain emergency supplies as needed, including off‑site purchasing when necessary.
• Coordinate with outside vendors (e.g., biowaste, shredder, food vendor).
• Manage paperwork, client records, and ensure accuracy and completion in the electronic medical record.
• Conduct data analysis and reporting (e.g., BHOLD, Narcan distribution).
• Enter client satisfaction survey data and share with ASU leadership on a routine basis.
• Submit job postings, monitor open positions, and complete hiring and separation packets.
• Assist with recruitment activities, including reference checks and candidate communication.
• Coordinate with other CCA departments in service of daily operations (facilities, IT, EHR, etc.).
• Manage facilities, maintenance requests, monthly safety inspections, and fire drills.
• Coordinate staff scheduling and assist with securing coverage for open shifts.
• Monitor timesheet submission deadlines, coordinate supervisor approvals, and submit timesheets to payroll.
• Perform other administrative tasks as identified.

• Strong organizational, administrative, and time‑management skills.
• Working knowledge of health information and related policy, procedures, and regulations.
• Excellent attention to detail and ability to manage multiple priorities simultaneously.
• Advanced proficiency in Microsoft Office, including Excel, Word, and Outlook.
• Demonstrated ability to create spreadsheets, track data, generate reports, and analyze information.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to work independently while collaborating effectively with multidisciplinary teams.
• Knowledge of office management practices, inventory control, and record‑keeping procedures.
• Valid driver’s license and reliable transportation required.
• Ability to travel locally to purchase supplies and conduct program‑related errands when necessary.
• Ability to lift and move office and program supplies as needed.

Bachelor’s Degree and/or equivalent combination of education and experience preferred.

• Generous vacation, sick time, and holidays.
• Comprehensive medical, dental, and voluntary vision coverage as well as AFLAC supplemental coverage.
• 403(b) with matching after 6 months of employment.
• Flexible Spending (FSA) and Dependent Care (DCA) accounts.
• Agency‑paid group life insurance and long‑term disability.
• Tuition reimbursement and licensure/certification bonuses.
• Employee referral program and bilingual skills premium.
• On‑site or nearby parking available at most buildings; mileage reimbursement for client and business‑related use of personal vehicle.

Community Care Alliance is an affirmative action/equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, sex, sexual orientation, age, national origin, or disability.