Intake & Administrative Coordinator

JOB DUTIES/RESPONSIBILITIES:

Executive Administrative Support (50%)

Calendar and Travel Management:

• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare expense reports and reimbursements.

Meeting Coordination:

• Organize agendas, prepare meeting minutes, and maintain records for board and committee meetings.

Project Management:

• Oversee assigned projects, including event planning and preparation of presentations.

Financial Administration:

• Process purchase orders, credit card reconciliations, and vendor invoices.

Document and Record Management:

• Maintain sensitive documents and ensure compliance with record retention policies.

General Administrative Duties:

• Provide backup support to administrative peers and delegate tasks as needed.

Intake and Enrollment (50%)

Initial Contact and Appointment Scheduling:

• Serve as the first point of contact for prospective participants and referral sources.
• Schedule home visits and coordinate with the enrollment team.

Participant Support:

• Address participant and family inquiries regarding services, Medicaid, and Social Security.
• Conduct occasional home visits to support enrollment processes.

Documentation and Records:

• Request and track medical records, Medicaid approvals, and other necessary paperwork.
• Maintain databases for participant tracking and report generation.

Administrative Support for Intake Team:

• Prepare enrollment packets, maintain updated forms, and ensure timely data entry.
• Provide clerical support, including correspondence and filing.

Customer Service and Collaboration:

• Build professional relationships with participants, families, and referral sources.

Qualifications:

• Associate's degree required; Bachelor's degree preferred or equivalent from two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience.
• Minimum 5 years in an administrative or customer-facing role; experience supporting senior executives preferred.
• Knowledge of Medicare, Medicaid, and community resources is highly desirable.
• Proficient in Microsoft Office Suite and electronic health record systems.
• Strong organizational, multitasking, and project management skills.
• Excellent communication and interpersonal abilities.
• Ability to handle confidential information with discretion.
• Customer service orientation and problem-solving skills.
• Ability to work well with all levels of staff and board members, as well as patients and their family members, outside contacts, vendors, and members of the community.
• Excellent customer service skills and ability to communicate effectively, both orally and in writing.
• Demonstrates good problem solving and conflict resolution skills, including a strong customer service perspective in all contacts.
  

• Ensuring that complaints and inquiries, especially from the public and people we serve, are responded to immediately and brought to resolution as promptly as possible.

• Ability to prioritize, plan, and execute multiple projects under the pressure of deadlines without compromising quality of deliverables

• Ability to work as a member of a team as well as being able to work independently.

• Valid Florida Driver's License and Auto Insurance Required

• Ability to attend evening and weekend company events as requested.

• Ability to travel to and work from other locations throughout service area and off-site as needed.
  

• This is a hybrid role.

  • Ability to travel to and work from other locations throughout service area and off-site as needed.

  Valid Florida driver's license and auto insurance required.Ability to attend evening and weekend company events as requested.

  
  Ability to attend evening and weekend company events as requested.

• Ability to prioritize, plan, and execute multiple projects under the pressure of deadlines without compromising quality of deliverables.
• Ability to work as a member of a team as well as being able to work independently.

• Valid Florida driver's license and auto insurance required.

• Ability to attend evening and weekend company events as requested.

• Ability to travel to and work from other locations throughout service area and off-site as needed.