Administrative Coordinator - Memory Care Program

Job Description

Job Description

JOB SUMMARY

The Administrative Coordinator will assist the LifeCare Memory Partners Program Director in coordinating the program operations. The Administrative Coordinator will assist with the intake of new clients and caregivers, coordination of care, regular follow up phone calls, scheduling, and support other clinical team members. The Administrative Coordinator will assist with maintaining all metrics surrounding these initiatives for the dual purpose of monitoring success as well as maintain compliance with local, state and federal grant requirements. The Administrative Coordinator serves as the primary point of contact for the program and administrative support.

PRIMARY JOB DUTIES

1. Provides assistance and performs administrative duties for the LifeCare Memory Partners Program to assure efficient use of time through proper scheduling. Including but not limited to maintaining calendar, monitoring emails, follow up calls to caregivers and clients, answering the phone. 2. Coordinates and manages initial intake with new patient referrals and admission required documentation and processes. 3. Maintains adequate levels of office and other supplies to ensure operational efficiencies in a cost-effective manner 4. Prepares supplies and facility for special events and meetings 5. Maintains spreadsheets for tracking support groups, educations, non-admit call backs, and active volunteers 6. Serves as the primary contact for referrals to all agency programs and services primarily via telephone. 7. Collects and enters basic information to open new referrals to facilitate the admission process. 8. Follows protocols to route patients needing in-depth review to appropriate clinical supervisor or PAC. 9. Provides pertinent information to help ensure understanding of agency programs. 10. Appropriately documents and communicates all required information in accordance with agency policies and procedures, accreditation, regulation, and legal requirements. 11. Provide high-level administrative and clerical support including but not limited to : copying and compilation of documents and patient records; filing; mailings; coding expense invoices for payment, conducting research, handling information requests; preparing correspondence, receiving visitors. 12. Organizes and performs work effectively and efficiently. 13. Maintains and adjusts schedule to enhance program performance. 14. Demonstrates positive interpersonal relations in dealing with all members of the team. 15. Maintains and promotes customer satisfaction. 16. Effectively demonstrates the mission, vision, and values of Lower Cape Fear LifeCare on a daily basis.

JOB SPECIFICATIONS

1. Education : Associates Degree or 3 years equivalent combination of education and experience

3. Experience : Minimum of one year experience in health-related field or administrative support preferred. Basic knowledge of the population impacted by Alzheimer’s Disease and related dementias is desirable. Skills to create correspondences and ability to prioritize tasks. Demonstrated writing and editing.

4. Essential Technical / Motor Skills : Manual dexterity and skill to operate the following : computer, telephone system, calculator, copy machine, faxcom. Business correspondence formatting; Standard office administrative practices and procedures, including the use of standard office equipment; High level of proficiency in the use of Microsoft Office programs, especially Outlook, MS Word, MS Excel, and MS PowerPoint. Event / conference coordination experience is desired. Analyzing and resolving office administrative and procedural problems; excellent verbal, written and computer skills.

5. Interpersonal Skills : Strong written and oral communication skills, ability to interpret requests for information, tactful, congenial, excellent telephone manners; problem-solving ability; organizational and leadership ability; patience and assertiveness. Ability to interact with others in a positive and professional manner. Must demonstrate experience to interact professionally with all levels within and outside the agency.

6. Essential Physical Requirements : Stooping, bending, sitting for long periods of time, driving an automobile and climbing stairs. Minor lifting (25 pounds or less) required to perform some job functions. Ability to move throughout the office and to run errands or attend meetings in the community.

7. Essential Mental Abilities : Positive attitude, alertness to situations; strong sense of concentration; ability to apply judgment, to prioritize work and to learn new skills; ability to understand, follow and recall instructions. Ability to cope with varied distractions and high levels of stress. High level of mental concentration required to handle multiple tasks simultaneously with frequent interruptions.

8. Essential Sensory Requirements : Sensitive to environment; ability to see and to speak clearly in order to communicate and perform basic job functions.

9. Exposure to Hazards : None.

10. Hours of Work : 40 hours per week, flexibility to meet the needs of the department. Occasional evening and weekend hours; Overtime only as approved.

11. Must have valid driver license and reliable transportation.