Job Description
You’re an administrative professional looking to use your experience to do meaningful work. GGRC is committed to assisting people with intellectual and developmental disabilities lead lives of liberty and opportunity. We are looking for an Administrative Coordinator to provide administrative support to our Early Start Department.
When you are considering a new job, it’s normal to have tons of questions. Here are a few things we get asked all the time:
The people! GGRC values diversity, we believe in creating an environment where people of all backgrounds can collaborate to find solutions to complex problems. We are community minded and passionate.
GGRC values each person as a full, robust, and unique individual and interacts with each person in a manner that is respectful and responsive. We endeavor to place each person at the center of his, her or their own life. We approach each person as an expert on his, her or their own life and identity with a clear and attentive inquiry into what is important to, as well as important for, that one person (whether coworker or person-served, family member or other stakeholder).
Our flexible culture allows our professionals to live a balanced lifestyle between their work responsibilities and personal commitments.
Are you ready to learn more?
The Administrative Coordinator will coordinate and assist in the development of administrative processes to support social workers and the early start program. Maximize efficient operations in order to meet 45-day post referral timeline and create POS for some of the services utilized. This position will also be responsible for coordinating the efforts within the team for implementing any new administrative processes developed by the team.
Responsibilities:
- Coordinate administrative tasks related to intake, case assignment and case management support
- Follow operational processes that are specific to administrative oversight of Early Start referrals
- Track, collect stats and numbers for the quarterly dashboard for the reporting purposes
- Assist with collecting and prepare audit material and POC
- Work with management and supervisors in planning weekly or monthly duties of administrative staff
- Work with management and the director of the program to ensure the program is operating efficiently which could include delivering customer service support and assistance to individuals and or vendors or other community partners.
- Support the management team in implementing work process changes and provide supports to the other administrative staff as needed.
- Prepare and distribute correspondence, including certified mail, form letters, Intake and Early Start packets, and other information for those served.
- Send out the required documentation to individuals prior to their intake and assessment appointment and keep the 45-day initial assessment calendar updated.
- Follow up and document the assessment reports from staff and vendors.
- Respond to telephone and e-mail requests and redirect as appropriate
- Return calls of parents or referring parties inquiring about the status of referrals
- Send out mutual consent letters and stay in compliance.
- Participate in special projects, and assist with additional duties or tasks, as assigned by a supervisor, including transcription, intake tracking.
- Cross train and support clinical administrative tasks that need to be covered.
- Assist in the compilation of metrics with Early Start leadership. Compile metrics required for DDS compliance.
- Maintain all client information as confidential in compliance with the federal Health Insurance Portability and
- Accountability Act of 1996 (HIPAA) and the California Lanterman Act.
- Performs other duties and responsibilities as assigned.
- Prepare documents to accompany reports and prepare correspondence and documents as needed
Requirements
Who are we looking for?- 3+ years experience in a relevant field
- Knowledge of administrative and clerical procedures and systems, managing files and records, designing forms, and other office procedures and terminology.
- Ability to develop standard business communications, using proper grammar, spelling and punctuation in written communications.
- Ability to convey complex information and ideas in a clear, concise and professional manner in oral communication.
- Ability to operate basic office equipment, including scanners, copiers, faxes and phones.
- Ability to use internal records system
- Ability to type 60 wpm
- Use of discretion and ability to maintain confidentiality
- Experience in multi-cultural settings and/or multi-lingual capacity Basic familiarity with MS Word®, MS Excel®, MS PowerPoint®, MS Outlook® or similar software applications.
Education:
- Associates Degree or equivalent, BA preferred.
- Coursework in Office Management or Medical Office assitance desired.
Benefits
What are the benefits to working with GGRC?
We offer a comprehensive benefits package including Medical and Dental benefits with a generous employer contribution and additional employer paid Life, Disability and Vision coverage
10% employer contribution to a 403(b) retirement account to help you save for the future!
GENEROUS TIME OFF BENEFITS!!!
No really, we mean generous:
13 vacation days, 15 sick days, 10 paid holidays, 4 personal holidays, 3 winter holidays, and up to 5 paid days for continuing education
What makes GGRC so special?
GGRC values diversity, we believe in creating an environment where people of all backgrounds can collaborate to find solutions to complex problems. We are community minded and passionate.
GGRC values each person as a full, robust, and unique individual and interacts with each person in a manner that is respectful and responsive. We endeavor to place each person at the center of his, her or their own life. We approach each person as an expert on his, her or their own life and identity with a clear and attentive inquiry into what is important to, as well as important for, that one person (whether coworker or person-served, family member or other stakeholder).
How to apply:
GGRC values diversity; people of all backgrounds are encouraged to apply. Please complete the application and submit your most recent resume. If you feel that the questions do not accurately capture what you have to offer Golden Gate Regional Center, you are also welcome to attach a cover letter. Applications are being reviewed on a rolling basis so we encourage you to submit yours soon. We look forward to reading your application.
Golden Gate Regional Center is an Equal Opportunity Employer.
Employees are required to have the Covid-19 vaccine unless they have a religious or medical exemption.