Department & Schedule Coordinator

Description

POSITION: Department & Schedule Coordinator 

REPORTS TO: Executive Administrator 

JOB SUMMARY:  The Department & Schedule Coordinator provides administrative support and handles a range of duties that help promote efficient day-to-day operations. They schedule deliveries and appointments, manage calendars, arrange meetings, and may serve as a liaison between several teams or departments. They may be responsible for keeping records and organizing databases. They may prepare, distribute, and record documents including contracts and purchase orders. They may also handle budgeting, inventory, and various types of communications. They may provide support for designated areas of work and activities within specific departments, which may include the provision of administrative support to the Leadership Team and senior members of staff, HR related activities, recruitment support, marketing, and office support. This is a busy role, which involves dealing with a wide range of matters, and manages highly sensitive and classified information. This role requires a high level of organization and attention to detail, excellent communication skills, and the ability to manage multiple projects simultaneously.

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DUTIES:

The Department & Scheduling Coordinator will be responsible for the below job duties including but not limited to:

• Represent Frontida with professionalism, always embracing Frontida’s culture, which includes “treating others as you would like to be treated.”
• Participate in the manager on call rotation per the schedule set by Executive Director/House Manager.
• Community Scheduler
  • Management of daily schedules and manage the flow of people. Create rosters, contribute to capacity planning to ensure care is delivered on time and within a budget. (Manges Scheduling Software- EZ-Shifts)
  • Assist with the onboarding process for new employees and monitor training compliance.
  • Tracks time and attendance, monitoring status/benefit eligibility and OT.
  • Responsible to assist with coverage of extra shifts when replacements cannot be found.
• Helps recruitment team with customized screening and initial contact of applicants to determine qualification and interest level.
• Provides support coordination of recruitment projects and related services to supervisors, hiring managers, recruitment team members, and others.
• Represents and promotes organization to potential applicants by providing information, responding to questions, and collecting applicant data.
• Maintains comprehensive knowledge of recruitment and hiring.
• Attends and takes part in job fairs, community activities, and other public and departmental recruitment-related events.
• Conducts employment related research and assists recruitment team with electronic and other methods of sourcing qualified candidates.
• Help coordinate transportation involving all off-site functions and Resident doctor appointments.
• Assist Executive Director/House Manager with monthly State/Company monitoring (checklists)
• IT Liaison 
  • Onboarding/Offboarding checklists.
  • Distribution lists.
  • Equipment ordering and management.
  • Communication with staff on updates.
• Maintain the concierge condition (MC), arranging cleaning and necessary repairs.
• Provide general support to visitors.
• Perform general administrative duties, including answering phones, and managing correspondence.
• Staff Directory Management and order clinical supplies. 
• Serve as a point of contact for residents and their families, addressing inquiries and providing information with professionalism and care.
• Attends events such as Open Houses, family events, and other facility events as a representative of Frontida and the interdisciplinary team.
• Manages and prioritizes multiple ranges of advanced administrative duties with wide latitude for independent judgment and initiative.
• Assists with identifying issues affecting recruitment and implementing recruitment activities to continuously improve process.
• All other duties as assigned.

Requirements

QUALIFICATIONS: Must complete probationary period successfully. Must be able to be flexible and work alone if necessary. Must be able to solve problems through critical thought process. Previous experience in the industry is preferred. Proficiency with common word processing and spreadsheet software. Proficiency with basic office equipment and office management. Reliable with patience and professionalism. Represent Frontida with professionalism, always embracing Frontida’s culture, which includes “treating others as you would like to be treated.

PHYSICAL REQUIREMENTS:

• Must have the ability to regularly sit, occasionally required to kneel, crouch, and stand.
• Must be able to travel to the office and work frequently on a computer.
• May occasionally lift or move up to 20 pounds.
• Must be able to read, write, and communicate effectively.

In addition to my duties as outlined above, this position must uphold Frontida’s values in day-to-day activities:  

• Tell the Truth
• Work Hard
• Follow the Rules
• Love Others
• Have Fun