Program Administrative Coordinator

About Interfaith Community Services: As North County's largest social services agency, Interfaith Community Services has been "helping people help themselves" since 1979. The organization provides a wide range of programs designed to empower hungry, homeless, and low-income community members to begin a pathway towards self-sufficiency. Each year, Interfaith Community Services impacts more than 20,000 community members by providing basic needs and nutrition support, social services, shelters and housing, employment development, senior services, veterans programs and addiction recovery support. Together, in partnership with 250+ diverse faith communities, more than 1,700 recurrent volunteers, and a growing staff of over 275, Interfaith provides a safe-haven and pathway towards self-sufficiency for more than 20,000 community members annually. Program Administrative Coordinator role, you’ll provide clerical coordination, records, data entry, scheduling, correspondence, filing, and other routine administrative support. This position supports the Program Manager and other program staff by maintaining organized and accurate records, preparing documents and reports, coordinating administrative tasks, and helping ensure information is communicated and processed to ensure timely follow-up by program leadership. The position contributes to organized and accurate data entry and reporting, supports leadership with compliance of documentation standards, and assists with efficient administrative processes and program operations, while providing professional customer service to clients, referral partners, and internal staff. Coordinate daily administrative operations for the Recuperative Care Program. Organize office files, documents and other administrative records as needed. Provide timely and accurate entry of data per agency and contractual requirements. Report identified data quality discrepancies to supervisor to ensure timely corrections. Register clients and input data in EHR systems or other designated databases as requested by supervisor Assist in the preparation of reports, special projects, audits, and operational initiatives as assigned by supervisor. Run data and other reports routinely or as requested by supervisor to ensure timely submission. Assist with insurance eligibility and/or verification and related administrative processes, including gathering, updating, and maintaining eligibility information and documentation. Manage document retention and archival processes according to agency policies at minimum annually. Manage office supply inventory, ensuring availability of necessary materials. Support program manager in identifying and implementing administrative procedures that improve operational efficiency and program compliance. Support leadership with preparing reports for grants, contracts, and regulatory agencies as requested by supervisor. Support continuous quality improvement initiatives through data collection and reporting. Maintain policy, procedure, and compliance documentation. Maintain confidentiality and safeguard Protected Health Information (PHI) in compliance with HIPAA and organizational policies. Attend training courses to ensure up-to-date information of program requirements and regulations. Participate in team meetings, agency meetings and events and required staff training as assigned by the supervisor Troubleshoot administrative data issues and collaborate with required departments as needed. Maintain cleanliness and organization of administrative and file/copy area. High school diploma or equivalent, required Experience with data entry, recordkeeping, filing, document preparation, and maintaining accurate information required. 1 + years of administrative, clerical, or program support experience in healthcare, social services, nonprofit, residential, or community-based setting, preferred 1+ years’ experience working with severely mentally ill, medically fragile, and homeless populations, preferred Bilingual (Spanish/English), preferred Strong organizational and time management skills. Professional customer service and interpersonal skills. Ability to prioritize multiple projects in a fast-paced environment. Strong records management and document control skills. Ability to interpret data and communicate findings clearly to leadership. Proficiency in Microsoft Office applications (Word, Excel, Outlook) Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. Manual dexterity to operate cleaning tools and equipment Ability to tolerate exposure to cleaning chemicals, dust, and odors Visual acuity to identify dirt, spills, and safety hazards Ability to work in varying temperatures and indoor/outdoor environments. Potential exposure to contagious diseases (hepatitis, HIV, tuberculous, etc.) Monday-Friday: 8am-4:30pm Hourly Rate: $Paid Holidays – 13 scheduled Flexible Work Schedules Medical, Dental, and Vision Insurance AD&D / Group Life Insurance Flexible Spending Accounts – Medical and Dependent Care Matched 401(k) Retirement Plan Work Anniversary Bonuses Tuition Reimbursement and Public Service Loan Forgiveness Eligibility Employee Assistance Plan (EAP) Casual Work Environment Professional Growth and Career Development Opportunities Qualified applicants will be considered without regard to age, race, creed, color, national origin, ancestry, religion, pregnancy, marital status, affectional or sexual orientation, gender identity or expression, genetic information, disability, nationality, sex, veteran status, or any other characteristic protected by federal, state or local law. In addition, Interfaith will provide reasonable accommodations for qualified individuals with disabilities.