SMA Careers >> Operations Coordinator
Operations Coordinator
Summary
Title:Operations Coordinator
ID:4670
Department:WARM
Location:301 Justice Lane, Bunnell, FL 32110
Description

Top reasons to work for SMA Healthcare:

  • Career growth and advancement potential
  • Great benefits such as: Health, Dental, Vision, Life, & Disability Insurance
  • Tuition Reimbursement
  • Paid Personal Leave (up to 25 days after 3 years of service)
  • 403b Retirement Plan (matches one to one of employee contribution for the first 3%, then a 50% match on the next 6% of employee contribution)



Working Hours: 40 hrs week; Mon-Fri; 8am-5pm
Non-exempt
 

A currently competent Operations Coordinator will be responsible for providing a variety of services which assist in the operations of the residential treatment program.  These duties include front desk reception, customer service, transportation coordination/services for clients and their children, coordinating with community partners to create and maintain a master program calendar, managing client contraband, and ensuring inventory control of items essential to the functions of the program. The Operations Coordinator will work directly with management, nursing, facilities staff, and case management to provide professional coordination and supervision to all clients during transport; will provide transportation services only to clients authorized to receive such services under then effective SMA policy. Will provide and coordinate transportation services in accordance with the effective SMA policy governing maintenance and care of motor vehicles, client safety, health and accountability during transportation, submission of proper logs and reports. The Operations Coordinator will provide direct administrative support to Director of Operations and other Administrators. Work involves performing office management duties of varied complexity requiring understanding of various policies or process, refers only highly unusual or technical problems to supervisor for decision. Work involves gathering information and preparing reports, completing correspondence, and typing and transcribing letters, meeting minutes, reports and a variety of documents and forms.


Qualifications

Possession of a high school degree or equivalent and two years of related clerical/secretarial experience; or any equivalent combination of training and experience which provides the necessary knowledge, skills and abilities.
 
  • Must be knowledgeable and demonstrate competence in the safe operation of motor vehicles up to a 12 passenger van.
  • Must have a thorough understanding of the traffic laws of the State of Florida.
  • Must have been a licensed driver for no less than 5 years.
  • Must be familiar with and demonstrate competence in various behavior management modalities and models useful in the behavioral management of adults.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to read instructional manuals to maximize software capability.
  • Ability to make arithmetic calculations and computations accurately.
  • Ability to proofread research files and logically organize information.
  • Ability to communicate effectively with prospective clients over the telephone.
  • Ability to follow verbal and written instructions.
  • Ability to work under pressure and meet deadlines.
  • Ability to establish and maintain effective working relationships with other employees and the general public.
  • Considerable knowledge of standard office practices/procedures/equipment and clerical techniques.
  • Considerable knowledge of grammar/punctuation/spelling/syntax/appropriate style and arithmetic.
  • Knowledge of personal computer applications; Word/Excel/Outlook/etc.
  • Ability to organize and maintain complex filing and records systems and ensure confidentiality.
  • Ability to operate a variety of office equipment, including microcomputers and other electronic equipment.
  • Ability to transfer or transport supplies, office equipment, and other heavy objects from one location to another. 

Responsibilities
 
  • Provides proper leadership, guidance, and example for assigned clients.
  • Participates in staffing/team meetings.
  • Maintains close, effective communication with Administrative Staff, Operations Supervisors, Nurses, BHTs, and other team members.
  • Coordinates all program transports via the creation of a daily transport calendar and coordinates with the drivers in the field by telephone for each transport to ensure transport operations run efficiently.
  • Is fully qualified and demonstrates competency in the operation of all assigned motor vehicles, ranging in size to a 12 passenger van.
  • Holds a valid Florida Driving License with no points.
  • Demonstrates complete awareness of motor vehicle safety and the traffic laws of the State of Florida. Evaluates client performance upon return and reports same to Tx team.
  • Ensures clients adhere to established schedule and routine.
  • Performs reception duties at the front desk such as answers front desk phone, directs calls appropriately, and greets guests in a professional and pleasant manner.
  • Corresponds with program staff and is responsive to emails.
  • Reports deviations to proper authority.
  • Demonstrate knowledge of rules and procedures relation to assigned unit.
  • Ensure the safety and well being of clients and/or their children (women’s unit).
  • Demonstrates effective crisis intervention, conflict resolution, and aggression control techniques in dealing with escalating or violent behavior of clients.
  • Effectively monitors the activities and behavior of clients, reports these observations to the treatment team, and facilitates treatment team decisions concerning client treatment.
  • Provides transportation services in accordance with effective policy governing maintenance and care of motor vehicles, client safety, health, and accountability during transport, and submission of proper logs and reports.
  • Check the grievance boxes daily distribute and track client grievances with Director of Operations.
  • Will coordinate with facilities staff to ensure work orders are submitted when needed.
  • Processes and types a variety of correspondence, requests, reports; reviews and researches subject matter and prepares replies; consults reference sources and conducts some research; process a variety of department reporting and purchasing documents.
  • Types letters, documents and a variety of other material, using electronic equipment, including formatting. Responsible for reporting of copy machine repair needs, supplies and overall inventory of the copy room/facility supplies.
  • Responsible for Inventory control and the ordering of supplies for WARM @ VCS, including office supplies, UA supplies, linens, and uniforms as directed.
  • Assists in resolving problems; answers questions; schedules appointments, gives information to callers/staff, handles or refers complaints/problems as appropriate, and performs other clerical work; receives and distributes mail; schedules meetings. May order supplies and equipments; maintains various reference files, assembles and organizes data, and prepares necessary reports.
  • Sets up and maintains complex department filing and records system; maintains client correspondence, facility, personnel, and other files in accordance with program policies, procedures and requirements; assist with quality assurance requirements for client files/staff files. Facilitates the preparation and completion, collection and flow of required forms/documents such as purchase orders/requisitions; and requests for information, or other required forms for specialized operations. Verifies documents, general reports and records for accuracy and conformance to departmental rules and procedures. Maintains strict confidentiality of operations and records as directs.
  • Effectively manages client contraband storage and coordinates with program staff when clients discharge to ensure return of client belongings upon discharge.
  • Creates and submits Certificate of Completion when client discharges successfully from the program.
  • Assists with the management of the program time clock/hours worked by employees.
  • Direct administrative assistance to Director of Operations.
  • Makes commitment to SMA’s mission and core values the SMA Way
  • Abides by principles of EEO compliance and a workplace of dignity and respect.
  • Works cooperatively in a group/team setting.
  • Shows respect to others.
  • Takes guidance and direction from administration.
  • Arrives/Reports to work on time and ready to work.
  • Performs other related duties as assigned.

SMA Healthcare, Inc. is a tobacco and drug-free workplace.
EEO Employer     W / M / Vet / Disabled
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