Administrative Coordinator

Community Behavioral Health
Published
April 5, 2021
Location
Philadelphia, PA
Category
Job Type

Description

Position Overview: 

This position provides administrative support to the Chief Financial Officer (CFO) and the Special Assistant to the (CFO) for Community Behavioral Health.  The employee will be expected to perform complex and diverse support duties and work collaboratively with the Finance Department and other departments throughout CBH.  It will be necessary to develop a working knowledge of CBH, its regulations, policies and procedures.  The employee will need to develop a working knowledge of the programs and subject matter areas—as well as recurring reports, documents, and systems—across CFO’s portfolio.  The employee will serve as a liaison to the Special Assistant and CFO and will develop collaborative working relationships with internal staff, other city agencies, departments, service providers, individuals, and other stakeholders. The employee will organize materials for, attend, and participate in briefings, meetings, and conferences as needed. The employee must be able to establish positive working relationships with CBH employees as well as its stakeholders and vendors and have the ability to maintain confidentiality of all information.

Essential Functions

  • Complete a broad variety of administrative tasks for the CFO division including
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the CFO division, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
  • Provide a bridge for smooth communication between the CFO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Work closely and effectively with both the CFO and Special Assistant to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
  • Provide phone coverage; appropriately directing callers
  • Coordinate internal and external room reservations
  • Record minutes at meetings
  • Develop, coordinate, and organize meeting materials, such as agendas and handouts
  • Manage calendar invitations and membership for meetings
  • Provide preparation and logistical support for meetings (organize staffing, photocopying, equipment, refreshments)
  • Respond to queries from other internal and external departments and stakeholders
  • Organize physical and electronic project documents and files
  • Assist in the planning and execution of special projects
  • Dynamic problem solving and prioritization
  • Work collaboratively on team projects that support the functions of the Finance Department
  • Assist with e-mail management and prioritization for the CFO
  • Make requests and complete correspondences on behalf of the CFO and Special Assistant to the CFO
  • Draft letters, correspondences, and various documents
  • Proofread and edit documents, reports, talking points, fact sheets, slides, etc.
  • Track, collect, analyze, and organize various data/information 
  • Update and maintain recurring documents, reports, spreadsheets, resources, etc. 
  • Extract data and enter it into corresponding databases 
  • Conduct internet-based research to find requested information 
  • Assist with management of the centralized request systems by monitoring shared emails
  • Other duties as assigned
  •  

Position Requirements: 

  • Completion of a bachelor’s degree at an accredited college or university and one year experience in an administrative management or related position or;
  • Completion of an associate’s degree program at an accredited college and 3 years of advance level administrative work providing complex administrative support services or; 
  • High school diploma and 5 years of advanced level administrative work providing complex administrative support services. 
  • Skills:
    1. Understands and follows written and oral instructions
    2. Carries out assignments requiring the organization of materials and the development of procedures
    3. Effective verbal and written communication and presentation of ideas
    4. Ability to effectively multi-task and independently prioritize multiple requests and tasks 
    5. Ability to be resourceful and work independently when requesting and/or seeking information from various sources
    6. Establishes and maintains effective working relationships with representatives of departmental and agency leadership and staff, stakeholders, community groups, civic organizations and families and youth
    7. Knows how to use computer software applications, such as spreadsheets, word processing (use of tracked changes), power point, Adobe, outlook, web-based programs and applications (e.g. Google docs, Ebsco Host, Doodle Poll, etc.), and remote meeting software.
    8. Makes sound decisions where several courses of action are presented
    9. Project management skills
    10. Excellent writing and proofreading skills, with attention to detail
    11. Organizational skills for tracking requests, collecting and packaging information
    12. Proactive initiative in following up for requested information
    13. Ability to apply critical thinking and analytical skills for data and information
    14. High level of interpersonal skills to manage sensitive and confidential information

Work Conditions (including travel, overtime required, physical requirements and occupational exposure): 

  • Regularly requires walking, standing, stooping, bending, sitting, reaching, pushing, pulling and/or repetitive wrist/hand movements for various lengths of time throughout the day.
  • Ability to utilize computers and office equipment to complete daily work responsibilities.
  • Regularly works inside in areas that are adequately lighted and ventilated.  Some fluctuation in temperature. No protective equipment routinely needed.
  • Must be able to adapt to continuous changes/demands of the job.
  • Overtime and work after 5:00pm required when it is needed.

Equal Employment Opportunity: CBH provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, marital status, gender identity, sexual orientation, individual genetic information or non-disqualifying physical or mental handicap or disability in each aspect of the human resources function 

Americans with Disabilities Act: Applicants as well as employees who are or become disabled must be able to perform the essential job functions either unaided or with reasonable accommodation.   CBH will determine reasonable accommodation on a case-by-case basis in accordance with applicable law. 

This job profile reflects management’s assignment of current duties, responsibilities, and essential functions; it does not prescribe all or restrict the tasks that may be assigned now, or in the future, relevant to the responsibilities for this position.  Community Behavioral Health (CBH) may change the specific job duties with or without prior notice based on the needs of the organization. 

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