Administartive Coordinator

The Program Coordinator is responsible for managing the case lifecycle, from initial referral through program completion of the Transform Program. This role ensures accurate data entry, compliance with documentation standards, and seamless communication with clients, staff, and external referral sources.

 

COMMUNICATION: · Monitors direct & voicemail phone calls and e-mails and responds to or redirects contacts in a timely manner. · Maintain timely communication with clients, referral sources, and internal staff regarding enrollment, attendance, completion and program status. · Communicates with Supervisor and Transform staff daily regarding program activity details and participants. · Forwards all participant Progress & Completion Reports to referral sources. REFERRAL AND ENROLLMENT MANAGEMENT: · Receive, review and process incoming referrals for program eligibility in a timely and accurate manner. · Schedule and complete enrollment and reenrollment appointments for all clients. · Utilize interpreter services when necessary to facilitate effective communication with clients. · Enter and maintain referral and enrollment information in Empower and other required systems. · Provides Release of Information forms for participant updates. · Send email confirmation of enrollment and program start date directly to clients and respective referral sources. · Ensure all required enrollment documentation is completed and properly maintained. DATA MANAGEMENT: · Enters data (referrals and enrollment forms) in EmpowerDB for all participants enrolled and re-enrolled. · Updates participant no show in database. · Prepares Status Reports for all participants scheduled for enrollment and reenrollment · Monitors participant records for Release of Information forms and distributes forms for participant update to facilitator. · Enters attendance, payment, report, etc. information in EmpowerDB for all active participants. ADMINISTRATIVE MANAGEMENT · Print client records and prepare physical folders for review, ensuring all required forms (ROI, Fee Agreements, Basic Program Info) are present. · Maintain accurate records of client status throughout program lifecycle. · Prepare and issue Certificates of Completion for clients who successfully fulfill program requirements. · Prepares Status Reports (attendance, financial status and discharge) for all participants. · Monitors facilitator completion of participant Progress & Completion Reports. · Updates Group Attendance database. · Process JFS vouchers. · Process and manage client credit card payments. · Maintain appropriate records related to payments and voucher processing.

REPORTS: · Enters outcomes data on the spreadsheet in the program management report folder. · Completes semi-annual community service report for Talbert House contract. MISCELLANEOUS: · Maintains supply inventory and communicates needs to manager. · Maintains original document/ hard copy files. · Other duties as needed or assigned by the Director and CWDVC Manager · Support to Management, Supervisors, and Staff · Clerical/General Administrative · Respond to routine emails, phone calls, etc. This job description is not intended to be all inclusive and the employee will also perform other reasonably related business duties as assigned by the immediate supervisor and other management as required.

Qualifications

Education/Experience

· Associate’s degree or equivalent experience.

· Strong communication and organizational skills

· Excellent computer, communication, and clerical skills

· Possess the ability to relate well to the public. Must have a sensitivity to individuals from diverse economic and educational backgrounds and a commitment to the empowerment of women and racial justice.

Licenses/Credentials/Certifications

· N/A

Skills/Specialized Knowledge/Abilities

· Calm, organized, patient, diplomatic, and confident demeanor in working with staff and vendors

· Comfort in relating to all levels of management and diversity of personalities

· Advanced attention to detail and accuracy in all work

· Intermediate ability to prioritize own wide-ranging workload and work independently

· Ability to maintain the highest levels of confidentiality regarding business and staff information

· Intermediate ability to work collaboratively with colleagues and vendors