Administrative Coordinator - ACCS - Integrated Teams - Team 1

Administrative Coordinator - ACCS - Integrated Teams - Team 1

Dorchester, Boston, MA, USA

Job Description

Posted Wednesday, May 28, 2025 at 4 : 00 AM | Expired Friday, June 6, 2025 at 3 : 59 AM

Bay Cove Human Services mission is to partner with people to overcome challenges and realize personal potential. Bay Cove pursues this mission by providing individualized and compassionate services to people facing the challenges associated with developmental disabilities, mental illness, substance use disorders, and homelessness at more than 175 program sites throughout Greater Boston and Southeastern Massachusetts.

Reports To : ACCS Administrative and Operations Manager

Job Summary :

As a member of the multidisciplinary ACCS Integrated Team, the ACCS Administrative Coordinator is responsible for organizing, coordinating, and monitoring all non-clinical operations of two ACCS teams under the direction of the ACCS Administrative and Operations Manager; providing administrative assistance including triaging calls, assisting Persons, their families, and funding agencies to get answers to questions; and providing direct support to team staff, including monitoring & coordinating daily team schedules and supporting staff both in the office and in the field. The ACCS Administrative Coordinator will often be the first responder to Persons, families, funders and outside providers and is therefore essential in delivering accurate and timely information to all interested parties in a way that supports Bay Coves mission.

This is a non-exempt position.

Supervisory Responsibilities :

At the discretion of the ACCS Administrative and Operations Manager

Essential Functions of the Position :

• ? Serve as a liaison between Persons and staff greeting people at ACCS team office and answer telephone calls including performing the following : 1) triage and coordinate communication between the receptionist and the team; 2) ensuring answers to questions for Persons, families, community sources, and agencies are delivered in accurate and timely manner; and 3) assist the receptionist to relieve urgent situations or to temporarily manage them until other staff are available.
• ? Complete administrative tasks for the teams as needed including but not limited to; taking notes in team meetings and sending out notes to the teams; collecting data and preparing reports (ie staff training); creating and updating binders for QM; reviewing utilization management and preparing info for the Integrated Team Directors (ITDs) as needed (i.e. attendance reporting, R day summaries, service note reports); creating and managing team staff directory; creating on-call schedule for first on-call including collecting the monthly housing schedules.
• ? Preparing check requests for Persons and program funds; manage and operate the system to disperse money (cash, gift cards, and checks) to Persons according to individual budgets and program needs. Coordinate with the Rep-Payee office regarding monthly check pick up.
• ? Maintain and monitor ACCS Persons physical and electronic charts according to program, agency, and stakeholder standards, including the following : set up charts for newly admitted Persons Served, file materials in charts, and upload referral material to electronic record. Review documentation deadlines with the teams (i.e. track all IAP due dates and ACA completion process, including scanning and uploading ACAs). Conduct record reviews as requested for MRO.
• ? Ensure organized and complete electronic and paper filing systems by scanning and filing documents to appropriate folders, uploading requested documents (i.e. emergency alerts, risk review recommendations and other risk-related documentation) to the electronic record, and by purging and storing paper records in accordance with agency policy.
• ? Assist ITDs in prospective candidate engagement by coordinating communication with candidates and with Bay Coves Human Resource department.
• ? Sort mail for teams and organize a regular time to make an interoffice run to ensure proper interoffice flow.
• ? Conduct post-discharge surveys with a goal of collecting data that will help inform service planning and quality improvement efforts.
• ? Utilize recovery-oriented language and principles in all communication and interactions with Persons, colleagues, and collaterals.
• ? Perform other duties as assigned by the supervisor.

Requirements for the Position :

Bay Cove Human Services is an Equal Opportunity Employer and does not discriminate on the basis of race, ethnicity, religion, sex, gender identity or expression, national origin, sexual orientation, disability, age, veteran status, or any other groups as protected by Massachusetts or federal law. All qualified candidates, regardless of background, are encouraged to apply.

Bay Cove Human Services does not offer visa sponsorships at this time and will require candidates to be authorized to work in the United States.

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