Program Administrative Coordinator

About the Role

Interfaith Community Services is seeking a Program Administrative Coordinator to provide clerical coordination, records management, data entry, scheduling, correspondence, filing, and other routine administrative support. This position is crucial for supporting program staff by maintaining organized and accurate records, preparing documents and reports, coordinating administrative tasks, and ensuring timely follow-up by program leadership. The role contributes to accurate data entry and reporting, supports leadership with documentation compliance, and assists with efficient administrative processes and program operations, while providing professional customer service.

Key Responsibilities

• Coordinate daily administrative operations for the Recuperative Care Program.
• Maintain and ensure client records are complete, current, and properly filed according to organizational standards.
• Organize office files, documents, and other administrative records.
• Provide timely and accurate data entry per agency and contractual requirements.
• Report identified data quality discrepancies to supervisor for timely corrections.
• Register clients and input data in EHR systems or other designated databases.
• Assist in the preparation of reports, special projects, audits, and operational initiatives.
• Run data and other reports routinely or as requested to ensure timely submission.
• Develop and maintain spreadsheets, dashboards, and tracking tools for program metrics.
• Maintain records of program activities and submit reports to supervisor.
• Assist with insurance eligibility and/or verification, including gathering, updating, and maintaining eligibility information and documentation.
• Manage document retention and archival processes according to agency policies.
• Manage office supply inventory, ensuring availability of necessary materials.
• Support program manager in identifying and implementing administrative procedures that improve operational efficiency and program compliance.
• Support leadership with preparing reports for grants, contracts, and regulatory agencies.
• Support continuous quality improvement initiatives through data collection and reporting.
• Maintain policy, procedure, and compliance documentation.
• Maintain confidentiality and safeguard Protected Health Information (PHI) in compliance with HIPAA and organizational policies.
• Attend training courses to ensure up-to-date information of program requirements and regulations.
• Participate in team meetings, agency meetings, events, and required staff training.
• Troubleshoot administrative data issues and collaborate with required departments.
• Maintain cleanliness and organization of administrative and file/copy area.
• Other duties as assigned.

Requirements & Tech Stack

• High school diploma or equivalent, required.
• Experience with data entry, recordkeeping, filing, document preparation, and maintaining accurate information, required.
• 1+ years of administrative, clerical, or program support experience in healthcare, social services, nonprofit, residential, or community-based setting, preferred.
• 1+ years’ experience working with severely mentally ill, medically fragile, and homeless populations, preferred.
• Experience with EHR, preferred.
• Bilingual (Spanish/English), preferred.
• Valid CPR, Basic Life Support (BLS), and First Aid certificate/s to be completed within three (3) months of hire.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook).

Qualifications

• Strong organizational and time management skills.
• Excellent attention to detail with a high degree of accuracy.
• Excellent written and verbal communication skills.
• Professional customer service and interpersonal skills.
• Ability to prioritize multiple projects in a fast-paced environment.
• Strong records management and document control skills.
• Ability to interpret data and communicate findings clearly to leadership.
• Ability to maintain accurate records while meeting established deadlines.
• Ability to adapt to changing priorities and operational needs.
• Ability to establish and maintain professional boundaries and uphold strict confidentiality standards.
• Ability to multitask efficiently, prioritize workload, and complete work accurately and independently.
• Physical Requirements include ability to stand/walk for extended periods, bend, stoop, kneel, crouch, reach, lift/carry/push/pull up to 50 lbs, perform repetitive motions, climb stairs/use ladders, manual dexterity, work in confined spaces, tolerate exposure to cleaning chemicals/dust/odors, visual acuity, work in varying temperatures, and potential exposure to contagious diseases.