The Administrative Services Coordinator II provides a variety of administrative support services for the Center for Developmental Behavioral Health (DBH) department. This position verifies expenses; processes reimbursements, purchase orders, and invoices; tracks funds; maintains reports, records, and databases; prepares internal and external correspondence; provides schedule and meeting coordination support; assists with the on-boarding new team members; and supports departmental training efforts and special projects. This staff member enters payroll information and works with various computer software systems daily.
Responsibilities:1. Maintain monthly departmental expenditure reports, verify expenses, and monitor line items related to departmental purchases.
2. Process departmental expenses, staff reimbursements, purchase orders and miscellaneous invoice payments, through the Procure-it Purchasing system. Oversee, maintain, and submit related documentation to Accounts Payable/the Finance department.
3. Assist with and coordinate department sponsored trainings and meetings.
4. Schedule meetings to include coordinating participant availability; identifying and reserving meeting location; and setting up and disseminating virtual meeting links.
5. Track and record departmental leave requests. Maintain disseminate department leave calendar.
6. Maintain and track multiple budgetary funds and report monthly balances to leadership.
7. Provide orientation to new staff and trainees. Maintain updated staff information database.
8. Monitor patient adherence to the transportation requirements and expectations. Maintain and monitor patient transportation databases, associated transportation costs, patient consents, and attendance concerns. Develop and send related letters to patients.
9. Provide administrative coverage for Administrative Coordinators within DBH/Inpatient
10. Complete medical documentation for Psychiatrists and other clinicians.
11. Interact with vendors, potential hire candidates to schedule tours of DBH, dinner and lodging arrangements
12. Provide support and assist with the implementation of patient and clinical staff safety procedures.
EDUCATION:
• High School Diploma or GED required.
• Associate’s degree or equivalent education is highly preferred.
EXPERIENCE:
• Three years of progressively responsible administrative experience is required.
• Experience in a clinical setting is preferred.