Part Time Front Office Coordinator

About the position Our Behavioral Health Practice is growing and hiring for a Part-time Front Office Coordinator. This role is essential in ensuring that the office runs smoothly and efficiently. The Front Office Coordinator will be responsible for a variety of administrative tasks, including opening and closing the office, answering and transferring phone calls, greeting consumers and visitors, and managing the sign-in and sign-out process for visitors. The position also involves data entry, composing letters, making Xerox copies, and filing documents. Additionally, the coordinator will maintain the calendars of the Chief Executive Director (CED), Chief Financial Officer (CFO), and Supervisors, set up appointments for them, and conduct research on local programs. The role requires gathering demographic data, assisting the CED, CFO, and Supervisors with various tasks, setting up equipment for presentations, and creating presentations as needed. Daily responsibilities include checking mailboxes and incoming mail, reviewing consumer files, scheduling consumer appointments, and contacting consumers to remind them of their appointments. The coordinator will utilize an electronic system daily to maintain and update consumer files, set up booths in the community, assist with marketing efforts, gather referrals, and keep track of practice special events and dates. Organizing activities and events for staff and maintaining clean work areas are also part of the job. Other duties may be assigned as necessary. The ideal candidate will have experience working in an office environment and must be proficient in Microsoft Office and Excel. They should be able to take initiative, follow oral and written instructions, and work both independently and as part of a team. A positive mindset and a commitment to the betterment of the agency are essential, along with the ability to make sound decisions, follow up on tasks without reminders, and meet deadlines. Organizational skills and an understanding of the mission and purpose of the practice are crucial for success in this role. The position offers a flexible schedule, with approximately 20-25 hours of work per week, including 2 days of remote work and 3 days in the office.

Responsibilities

• Ensure the office runs smoothly and efficiently.

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• Open and close the office as required.

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• Perform various administrative tasks including answering and transferring phone calls.

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• Greet consumers and visitors, managing the sign-in and sign-out process.

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• Conduct data entry and compose letters as needed.

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• Make Xerox copies and file documents appropriately.

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• Maintain the calendars of the CED, CFO, and Supervisors.

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• Set up appointments for the CED, CFO, and Supervisors.

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• Research local programs and gather demographic data.

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• Assist the CED, CFO, and Supervisors with various tasks.

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• Set up equipment for presentations and create presentations as needed.

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• Check mailboxes and incoming mail daily.

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• Review consumer files and schedule consumer appointments.

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• Contact consumers to remind them of their appointments.

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• Utilize an electronic system daily to maintain and update consumer files.

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• Set up booths in the community and assist with marketing efforts.

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• Gather referrals and keep track of practice special events and dates.

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• Organize activities and events for staff and maintain clean work areas.

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• Perform other duties as assigned.

Requirements

• High school diploma or GED required.

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• 2 years of administrative experience required.

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• 1 year of customer service experience required.

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• Proficient in Microsoft Office and Excel.

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• Driver's License required.

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• Experience working in an office is a MUST.

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• Ability to take initiative and follow oral and written instructions.

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• Ability to work independently and as part of a team.

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• Strong organizational skills and ability to meet deadlines.

Nice-to-haves

• Bilingual in Spanish and English is preferred.

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• Experience in a behavioral health setting is a plus.

Benefits

• Flexible schedule

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• Work from home options

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