Job Summary:
The Office Coordinator reports to the director of the department assigned to and is responsible for handling a wide range of
administrative support related tasks independently. This role requires a high level of professionalism and confidentiality.
Essential Duties and Responsibilities:
• Assist in the tracking and maintenance of administrator certifications.
• Assist in purchasing and delivering supplies for residents.
• Communicate any concerns to the department director.
• Oversee generic resources in the community and outing binders (e.g., park passes, adaptive seating funded through
medical) specific to current residents
• Oversee grocery and supply orders and track all associated expenses.
• Manage consultants, including but not limited to tracking hours, contact management, and identification of new
consultants.
• Tracking of staff hours for the department director.
• Maintain the rosters and employee files for assigned residential facilities.
• Research regulations and requirements of all overseeing agencies as requested by the facility administrator.
• Assists in the creation, organization, and maintenance of residential files for Kala Homes, according to regulatory
standards as outlined in the resident chart checklist, conducts monthly random audits, and submits findings to RM and
Director
• Updates, prioritizes, monitors, and communicates technology needs to the facility administrator.
• Participate in finance tracking and adherence to departmental budgets.
• Coordinate and maintain facility maintenance
• Assist with maintaining resident appointment calendars.
• Oversees activity calendar development for assigned facilities.
• Assigns and monitors annual trainings as needed.
• Assists with set up and monitoring of CPI and Ukeru training.
• Orders supplies as needed.
• Create direct/indirect reports for director and highlight staffing needs for the Director.
• Assist in the annual development of Quality Assurance reports for ACRC as needed
• Track, print, and assign Parent/Conservator/Guardian/Resident surveys and then enter feedback into a tracking document.
• Assists in all residential audits.
• Occasionally runs errands locally
• Must be able to travel to all homes at the request of the Director.
• Ensure accurate and timely reporting of all time and approval of all timecards in Paycom.
• Other duties as related.
Other Competencies or Skills:
Quality Control
Ability to be detail oriented with few errors. Should be able to stay focused without being easily distracted. Checks own work for accuracy.
Excellent organizational skills are required.
Integrity
Ability to be honest and has internal guiding principles that are not compromised. Treats others with respect. Represents AK philosophy.
Represents self and company in a professional manner. Understands and adheres to all company policies and procedures.
Communication
Excellent communication skills including writing skills and demonstrated ability to structure large amounts of information in a written
document that is clear and easy to understand. Effective interpersonal communications with staff at all levels. Respond to emails and phone
calls in a timely manner (within 48 hours when not on LOA or sooner if urgent). Direct all concerns/problems to the director(s) you support.
Communication that involves informing or seeking of approval should be submitted to the director(s) you support. Information that is of
confidential nature is never to be discussed with others without the approval of the director(s).
Relationships Ability to build positive business relationships with others through good interpersonal and group communication skills. Maintains a positive attitude. Adaptability Ability to be adaptable and flexible, embrace change and see it as an opportunity. Welcomes and applies feedback to improve performance. Accountability Every team member is 100% accountable to the team. Accept responsibility for your respective contributions to the failures and errors of the team. Refrain from assuming that he/she knows the intention of another member. Concentrate efforts on solutions and refrain from complaining, finger pointing, passing on of accountability. Ability to follow directions and to set and achieve goals. Notifies director(s) when there is a lack of progress or significant gains of subordinates. Teamwork Ability to handle team conflict. Ability to work collaboratively with others. Respect the opinions and positions of fellow team members. Allow others to speak freely and respectfully before commenting or responding. Decision-making Ability to wade through information, comprehend what’s relevant, make a well-considered decision, and take action based on that decision. Cognitive Attributes Basic Problem-Solving Skills, Critical Thinking Skills, Creative Thinking Skills, Ability to Learn, Absorptive Capacity. Strategic Attributes Ability to Prioritize, Complex Problem-Solving Skills, Adaptability. Social Attributes Communication Skills, Social Awareness Skills, Social Judgment Skills, Collaboration Skills, Relationship Building Skills, Multicultural Awareness and Sensitivit