Maniilaq Association

03/2014

Title:  Administrative Coordinator                                                                                                         Range:  13+2

Program:  Community Health Practitioners                                                                                            Status:  Non-Exempt

Housing Priority: None                                                                                                                         Covered:  Yes                      

Safety Sensitive:  Yes                                                                                                                           Sensitive:  No

POSITION SUMMARY

This position works primarily with the Community Health Aide Program and its customers and suppliers, providing oversight of all administrative and clerical responsibilities; oversees the administrative assistants to assure work objectives for both customer and supplier are met. Provides the primary responsibility for significant database management with multiple clinical databases.  Accountable for general office organization to include finance and payroll duties, program supply and equipment orders, filing, receptionist duties including directing telephone calls and taking messages for the CHAP Program. Reports directly to the Program Manager.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Provide direction and organization for both general and specific administrative support to the village clinic administrative assistants.
2. Provides training and day to day supervision for the village clinic administrative assistants.
3. Develops work schedules for administrative assistants to provide consistency and equity for staff.
4. Demonstrates proficiency in varying software programs to carry out correspondence and written reports.
5. Takes minutes for staff meetings.
6. Serves as receptionist for the CHAP Program.
7. Develops and maintains the filing systems for the CHAP Program.
8. Assures an adequate supply of forms and materials necessary for both the Kotzebue CHAP office and the village clinics.
9. Performs the system administrator role for the multiple databases; is responsible for database training and education for all CHAP village administrative assistants.Assures quality control practices to protect the integrity of the databases as well as the security of documents to and from village clinics.
10. Is responsible for the bill paying processes for the CHAP Program, as well as the purchase orders and tracking of supplies and equipment.
11. Is responsible for the CHAP Program timesheet process, travel and TR process to include notification to travelers and the lodging and accommodations for traveling employees and the sharing the responsibilities of the stocking, cleaning and maintenance for the CHAP apartment.
12. Responsible for the monthly reporting process to the State of Alaska.
13. Responsible for the process for the village clinic postage meters.
14. Assist the Program staff in itinerating or relief coverage by monitoring staff travel, training and leave requests.
15. Travel to villages as needed.

MINIMUM REQUIREMENTS

High School graduate or equivalent.  Prior experience, preferably two years using computers for word processing and database management.  Experience in creating and maintaining filing systems.  Experience in creating reports and data collection.  Ability to deal with people in a friendly manner both directly and indirectly and the able to interact with a diverse group of customers and suppliers.  Ability and experience to multi-task and manage time in the most effective way, self motivated and able to plan ahead in accordance with the needs of the program.  Driver’s license or in the process of obtaining a license and must have a good enough driving history to be insured to drive Maniilaq vehicles. 

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not intended to be construed, as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.