Administrative Coordinator

Pride Center of WNY

The Administrative Coordinator is responsible for coordinating daily operations of designated programs and providing customer service, data entry, tracking and reporting, and organizational support to staff within the Center for Supportive Services (CSS). The Administrative Coordinator will also oversee daily administrative tasks within the Pride Center of Western New York. The Administrative Coordinator will also oversee daily administrative tasks at the Pride Center of Western New York such a supply ordering, front desk coverage, and patient triaging.

• Provides data entry and report tracking in AIRS, ERA, and Medent as well as scanning, service report review.
• Welcomes incoming guests with enthusiasm!

• Provides quality customer service by staffing the front desk and ensuring clients are seen by the appropriate staff member in a timely and respectful fashion. Manages the sign in procedures of each employee on site as well as evacuation measures.
• Provides exceptional customer service when screening visitors, telephone calls and emails.
• Responds to those inquiries that do not require the attention of other staff. Takes messages or refers calls to voicemail or other staff as required.
• Reviews and understands the LGBT HHS, THI YMSM, and Trans Youth grant work plans and program narratives; including all deliverables and required data requirements.
• Assists in following up with clients about appointments.
• Assists with client services, center programs, outreach and community events as needed.
• Assists staff with logistical aspects of preparation for programs, meetings, and special events (including calendar management and appointment scheduling).
• Provides administrative support to center publications (including website, electronic newsletter, and social media platforms).
• Maintains center forms assuring staff access as needed (referral forms, registration forms, JotForm).
• Enters program data into databases to facilitate accurate and timely reporting to the center’s funders.
• Types documents, correspondence, contracts, and reports for the center (including meeting minutes).
• Processes mail.
• Activates automated voice attendant when the agency is closed.
• Orders and maintains inventory of office and program supplies.
• Collaborates and supports the team members to ensure a patient-focused approach to care
• Participates and assists with Agency Data Conversion; attends meetings and work groups, completes special projects as needed.
• Creates, prepares, and types correspondence, minutes, and other documents. Keeps forms and program information up to date. Writes and edits documents.
• Develops and implements improvements in general office systems and procedures assuring consistency and efficiency in the office.
• Participates in CQI activities.
• Other duties as requested.

Qualified Candidate will hold an Associates Degree and two (2) year of qualifying experience in administrative/ executive support and/or human service position with knowledge if data entry and calendar management . Candidate must be able to communicate clearly and professionally and demonstrate ability to work independently and exercise effective multitasking and time-management skills. Candidate must demonstrate familiarity with computers and MS Office software (Outlook, Word), effective organizational skills and attention to detail. Ability to maintain Protected Health Information (PHI) in a confidential manner required. Sensitivity toward cultural diversity, people living with HIV/AIDS and lifestyle and addiction issues essential.

Job Type: Full-Time

Required Education: Associates Degree

Required Experience: Human Services, Administrative Support

What Evergreen Health Offers You:

• Multiple comprehensive medical health insurance plans for you to choose from
• Dental and Vision coverage at no cost to you
• Paid Time Off package that equals 4 weeks of time in your first year
• 403b with a generous company match
• Paid parking or monthly metro pass
• Professional development opportunities
• Paid lunch breaks