Administrative Coordinator, Associate (Project Respond)

This position is located in inner NE Portland. The schedule is typically Monday through Friday, 9:00 a.m. to 5:30 p.m. The Administrative Coordinator is responsible for providing administrative support to the leadership team within the assigned programs, while supporting a Trauma Informed Care environment. With the high prevalence of trauma among individuals receiving mental health services, it is required the Administrative Coordinator understand the effects of trauma on health, coping, and other aspects of the lives of those we serve. The Administrative Coordinator must perform a wide variety of duties in support of the overall programmatic goals of Project Respond and its sub-teams. This position will work collaboratively with Project Respond Managers on strategic objectives, execution of priorities and weekly deliverables. Essential Responsibilities This position description is not intended to be an all-inclusive list of responsibilities, skills, or working conditions associated with the position. Management reserves the right to modify, add or remove duties as necessary. Create and maintain a variety of electronic spreadsheets and paper files. Assist with daily, weekly and monthly reporting. Take generated reports from our EHR and match them to their applicable Medicaid numbers then input those into PH Tech to generate an invoice for billing requirements from Healthshare. Help organize and schedule needed car maintenance appointments for PR company cars. Help on-board new employees by getting their welcome packets together before their first day: this includes training binder, keys and fobs. Work with leadership staff around IT equipment requests for staff and programs. Receive and relay phone messages to appropriate staff when needed. Attend, participate and be a note taker for leadership and team meetings. Communicate proactively regarding potential issues or concerns. Monitor departmental materials and supplies. Track inventory, order, receive and distribute office supplies to appropriate staff. Coordinate any maintenance needs with clinic operations staff. Help retrieve, sort and distribute donations. Adhere to mandatory abuse reporting laws and HIPAA requirements. Complete annual employee training requirements on a timely basis as defined by the agency and program. Attend and participate in all meetings as assigned. Perform other duties as assigned. Qualifications Education: High school diploma or GED required. Experience: A minimum of one year of work experience in an office setting or demonstrated ability to do the job. Experience working with HUD data standards and the HMIS system preferred. Specialized Knowledge, Skills and Abilities: Operate computer hardware and software at a level needed to effectively perform job functions Familiarity with basic office equipment, i.e., fax machines, printers, copiers Advanced skills with PC systems, including MS Windows, MS Word and MS Excel preferred Enter, retrieve data Generate extensive reports Other: Possess a valid drivers license, three year driving history; clean driving record, ability to pass Driver Motor Vehicle (DMV) check and complete the Cascadia online Defensive Driving course. Ability to perform CPR, First Aid, and properly use AED equipment. CPR/ First Aid certifications are required and must remain current. Core Competencies Leadership and Decision Making: Carry partial or total responsibility for assigned projects from initial work to completion Demonstrate strong interpersonal, organizational, and decision making skills Make day to day decisions within the scope of the position Effectively influence, persuade or coach others into taking safe and effective courses of action Maintain confidentiality of information as appropriate Interpersonal: Excellent verbal and written communication skills Work independently as well as part of a team Sound judgement and collaboration skills Demonstrate a work history of dependability Effectively engage with internal providers, external providers, and stakeholders Promote the safety and welfare of clients, and foster a cohesive workplace for employees Demonstrate initiative and creativity in problem solving and troubleshooting Responsible for working accurately, efficiently, and effectively to control operating expenses Contribute to cost savings through continuously identifying opportunities to improve methods to increase productivity Demonstrate accuracy and efficiency in task completion Understand, appreciate, and respect diversity and cultural differences Working Conditions Work is performed primarily in a clinic-based office setting where we provide multi-disciplinary crisis response services to persons with a mental illness and/or co-occurring disorders. This position works on the Project Respond team providing support to staff/programs that provide home and community based services to participants, individuals and families, who have had experiencing a mental health crisis. Mental Demands: The work assigned is diverse and involves addressing new and unusual circumstances in which outcomes may negatively affect costs, employee morale or clients. The work regularly involves a degree of unpredictability and disruption of planned tasks requiring a flexible time management approach. Physical Demands: The nature of work requires extended periods of sitting and standing. Daily routines may be hectic and will likely require the Administrative Coordinator to perform various functions and, on occasion, perform the tasks of other employees as needed. Meal periods and breaks are subject to interruption. Universal Precautions and remaining alert to the environment are critical to address the potential for violent behavior, exposure to disease, biohazards, noise and contaminants. When the need arises, staff may be asked to follow emergency procedures as directed by the clinical team, i.e. calling 911 and providing necessary information. Benefits We offer generous benefits for our full-time and part-time employees (20 hours + pro-rated) including: Generous Paid Time Off Package Full-time employees earn 6 weeks of PTO in their first year! Medical and Dental Coverage (begins 1st of the month following 30 days after hire date) VSP Vision Discount Plan 403(B) Retirement Savings (Pre and post-tax plans with matching contribution) Flexible Spending Account (FSA) (Medical, dependent care, and transportation options) Short-Term Disability, Long-Term Disability, and Life Insurance Paid Bereavement and Jury Duty Leave Length of Service Award Voluntary Life Insurance Supplemental Insurance Wellness Benefits: Employee Assistance Program (EAP) Bicycle Reimbursement Discounted Fitness Memberships Trauma Support Team Cascadia is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you need assistance or an accommodation due to a disability, you may contact us at 503.963.7654.