Summary:
The Administrative Coordinator for the Gateway Healthcare supports the day-to-day management of the CCBHC and Residential operations across all sites to ensure timely and coordinated communication of information organization of documentation (policies applications licenses protocols contracts etc.) purchasing supplies and services in compliance with procedures coordinate calendars to set up meetings attend meetings and record minutes process check requests related to operations and provide confidential support individually to the Senior Leadership Team..
Responsibilities:
Brown University Health employees are expected to embrace Brown University Health’s mission of “Delivering health with care” and successfully role model Brown University Health’s values of Compassion Accountability Respect and Excellence as these guide our everyday actions with patients customers and one another.
Organize meetings and corresponding materials prepare and send internal and external communications organize rooms and equipment order and set up food attend and record meeting minutes.
Address facility issues in coordination with Environment of Care Committee and program directors through submission and follow-through on work requests which may include working with Property Management on getting work estimates; implement signage requirements and manage key signout.
Manage purchase orders and purchasing activities ensuring the purchase orders are requested entered and recorded in the purchasing software and follow-through on tracking status of orders.
Coordinate with vendors monitor vendor contracts and verify vendor invoices for accuracy submitting Check Requests and appropriate paperwork for payment.
Help manage payroll time-keeping and approval system assisting Directors in pay adjustments as needed. Complete off-cycle check requests special pay vouchers and prior pay adjustments as requested.
Maintain personnel B files for Providers/Prescribers in accordance with HR policies and procedures and assist in managing and monitoring their schedules and preparing court letters.
Assist Directors in preparing and assembling information and materials for grants licensing and accreditation applications and state reports.
Maintain up-to-date records of applications grants and licenses ensuring that they are appropriately cataloged organized and displayed as necessary; assist in monitoring completion of Time and Effort forms.
Provide support to members of the senior leadership team for gathering and communicating information maintaining the highest level of confidentiality regarding clients families records and other agency information.
Assist in the administrative onboarding of new staff including ordering any required equipment (including cell phones keys laptops) sending out a welcome notice to all staff adding person to the CCBHC staffing workbooks and communication lists.
Assist Training Supervisors in sending out staff notices or reminders of trainings communicating with trainers preparing materials setting up AV monitoring attendance and issuing certificates of attendance as needed.
Observe all agency guiding principles and all agency policies rules and regulations including those pertaining to quality improvement infection control risk management and safety.
Assist in preparing and distributing a monthly newsletter.
Manage main account for petty cash.
Perform other duties as required assigned or directed.
Other information:

BASIC KNOWLEDGE:

Associates degree in Business Administration or equivalent preferred.

EXPERIENCE:

At least three years’ experience in a similar role with demonstrated successful performance.
Competent in use of technology; uses Microsoft Office proficiently including Outlook and Teams to manage calendars group email communications meeting invites and shared documentation; Word to prepare forms type of documents and letters; Powerpoint to prepare presentations; and Excel to track calculate and organize information for analysis and reporting.
Extensive telephone and electronic correspondence skills required.
Performs independently within department policies and practices. Refers specific complex problems to supervisor where clarification of Program policies and procedures may be required.

Please refer the Job description for details