Clinic Admin Coordinator

Clinic Admin Coordinator

LivWell Community Health Services is a non-profit organization providing comprehensive health and support services, education, and advocacy, as related to HIV/AIDS, sexually transmitted diseases, and viral hepatitis. Quality health care is provided to persons living with HIV/AIDS or sexually transmitted diseases, support services are provided to HIV clients and their families, and prevention education and testing are provided to all clients, their families, and the community at large. Within the community, we strive to prevent new infections of HIV and STI's and reduce the stigma associated with these various diseases by promoting awareness, acceptance, and equality.

The Clinic Admin Coordinator exercises a variety of highly responsible, confidential and complex duties within administration, operations, and finance. This position exercises judgment in assisting the Site Director and administrative team in complex administrative and office functions and/or specialized technical and operational support.

Job Responsibilities:

• Provide support and backup for the Site Director in all areas of daily operations.
• Prepare a wide variety of complex and confidential reports, letters, memos, and documents from rough drafts or verbal instructions.
• Review completed correspondence for accuracy, form, and completeness.
• Analyze information and validate data for reports, contracts, and special projects.
• Maintain and manage a master calendar for all Hopkinsville location events and activities.
• Assist staff in developing and maintaining recurring (cyclic) event schedules.
• Organize, and schedule company meetings in-office, off-site, and via videoconference.
• Coordinate and assist with agency events and special projects as needed.
• Coordinate logistics and travel arrangements for management and any staff attending travel for training or conferences.
• Assist Site Director in any meeting coordination needed i.e. prepare agendas, develop presentations, and record/distribute minutes.
• Provide support to executive staff as needed.
• Proofread and coordinate printing of agency forms, reports, publications, and flyers.
• Obtain pricing, manage the approval process, and maintain logs to ensure the correct version is in use.
• Check mailbox, sort and distribute agency mail.
• Greet and assist visitors, vendors, and other guests.
• Order and maintain inventory of office and janitorial supplies.
• Ensure supplies are organized and equipment is used optimally.
• Maintain vendor contact lists for supplies, services, and other operational needs.
• Oversee agency vehicle operations, including scheduling and maintenance.
• Assist Site Director in communicating building maintenance issues with building manager and coordinating service calls for equipment.
• Assist Site Director with emergency action plans, policies, and procedures for Hopkinsville clinic.
• Assist in tracking deadlines for contracts, certifications, licenses, training and other administrative requirements at the Hopkinsville clinic.
• Assist with tracking and communicating outreach activities that are scheduled for the Hopkinsville area.
• Serve as the primary administrative point of contact for the Hopkinsville clinic in the Site Director's absence, ensuring continuity of daily operations.
• Act as the administrative liaison between the Site Director, clinic staff, central administration, vendors, community partners, and other agency departments.
• Assist the Site Director with preparing for internal meetings, audits, inspections, site visits, program reviews, and external partner visits.
• Maintain organized electronic and physical administrative files in accordance with agency policies, records-retention requirements, and confidentiality standards.
• Provide orientation to administrative procedures, office systems, facility protocols, and other non-clinical processes for new administrative staff and other employees as assigned.
• Process checks as needed and distribute agency credit cards to authorized staff as required.
• Collect and submit completed purchase orders, receipts, and supporting documentation for monthly credit card reconciliation.
• Perform other administrative duties as required or assigned in the absence of the site director

Required Skills/Abilities:

• Advanced knowledge of Microsoft Office suite and familiarity with database management systems.
• Strong written and verbal communication abilities, including editing, composing, and proofreading professional correspondence and reports.
• Excellent organizational skills with the ability to prioritize, manage multiple projects, and meet deadlines in a fast-paced environment.
• Strong analytical thinking, data gathering, and problem solving skills; able to evaluate options and make sound decisions.
• Demonstrated ability to handle sensitive information discreetly and maintain a high level of professionalism.
• Ability to interact with staff, vendors, and diverse populations with respect, cultural sensitivity, and professionalism.
• Self motivated and able to work independently with minimal supervision; flexible and resourceful and dynamic situations.
• Ability to interpret and apply organizational policies and procedures accurately and efficiently.
• Experience and performing a wide range of executive and administrative support tasks with attention to detail and sound judgment.
• Possess a valid driver's license and be insurable under the agency's vehicle policy.
• Protect patient PHI and maintain strict confidentiality.

Qualifications:

• Associate's degree in related field such as business, finance, or administration is required; a Bachelor's degree is preferred.
• Demonstrated experience in administrative office support, with a strong understanding of office procedures and best practices.

LivWell Community Health Services is an equal opportunity employer. We encourage all applicants without regard to race, nationality, color, religion, sexual orientation, disability, sex, gender identity, age, or veteran status. We are committed to creating an inclusive, diverse, and equitable workplace for all.

Location: Hopkinsville, KY Onsite Full Time