Administrative Site Coordinator

Regional Administrative Site Coordinator (ASC)

For more than 170 years, Elwyn has been leading the way in supporting children, teens, and adults with autism, intellectual and developmental disabilities, and behavioral health challenges. As a mission-driven nonprofit, we're here to create real change - helping people lead meaningful, fulfilling lives. Now, we're looking for passionate team members to join us. Here, your work will change lives - including your own. You'll make an impact every day, find purpose in what you do, and grow in a career that truly matters.

At Elwyn, we take care of you while you care for others. We offer : Generous Paid Time Off Comprehensive Medical / Dental / Vision Benefit Packages Earned Wage Access / On-Demand Pay Paid On-the-Job Training Tuition Reimbursement Career Advancement Opportunities and Growth Flexible Schedules Retirement Savings Plan

Join us and be a part of something bigger. We seek a regional administrative site coordinator (asc) to provide clerical support and office management to Early Learning Service (ELS) regional staff, greets families attending meetings or evaluations, and performs a variety of administrative functions. These duties are including, but not limited to, general reception, answering phones, screening visitors, scanning, printing, copying, faxing, sending, and receiving mail, emailing, filing, records management, signing- out materials, room reservations, interpreter requests, inventory, and ordering, and managing external vendors within assigned region. The ASC is responsible for maintaining the administrative flow of information for their assigned region.

Essential functions include providing clerical support to regional staff including, but not limited to, scanning, printing, copying, faxing, mail processing, and filing. Process permission to evaluate forms, permission to reevaluate forms, evaluation reports, individualized education plans, release of records, and other educational documents within specific timeframes to ensure compliance including date and time stamping, uploading documents, and communicate with the intake team, multidisciplinary evaluation teams, local education agency representatives, and other regional team members to confirm receipt of documents. Organize and schedule meetings and appointments; manage calendars, assist with setting up audio-visual equipment, and provide assistance to meeting planner and attendees. Utilize high quality customer service skills to answer calls that come into Elwyn call center to reschedule evaluations, field concerns, and take and deliver messages as required. Provide general reception and high-quality customer service experience to children, families and other Early Learning Services visitors including, but not limited to, greeting, managing the waiting area, and directing them to appropriate staff. Mail room duties including managing incoming and outgoing mail, metering outbound mail and date / time stamping incoming mail, signing for delivering and packages, monitoring and maintaining an adequate office supplies, overnight mailing. Create, maintain, and update electronic health records and paper files for appropriate record identification and to ensure compliance with federal, state, and local regulations using designated database systems including, but not limited to, Commonwealth of Pennsylvania's and agency's enterprise systems. Perform periodic mass mailings to families and / or providers via email, text, and live mailings. Enter and upload data and assist with Transition to Kindergarten process including, but not limited to, electronic packet creation to ensure timely submission per compliance standards and guidelines. Ensure proper operation of multifunction printing equipment by filling paper drawers, replacing toner, calling for repairs, and maintaining appropriate equipment inventories. Manage and maintain records by filing required educational and billing records, conducting audits and file reviews, electronic filing, maintaining the accuracy of files, and preparing for federal / state regulation verification audits by preparing for the four (4)-year state verification review. Maintain inventory including, but not limited to, distribution and maintenance of evaluation and assessment tools and other early intervention resources. Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies, and verifying receipt of supplies with Operations Manager. Collaborate with ELS Operations staff to ensure the regional office is arranged in accordance with safety and fire code standards. Provide conflict resolution for families as needed, escalate issues as appropriate, report parent concerns to Early Intervention Coordinators and Regional Manager, as required. Update child and family contact information (e.g., family address, phone numbers(s), email address(es), and other relevant demographics) in Commonwealth of Pennsylvania's and agency's enterprise systems as needed. Receive and reply to email, telephone, or face-to-face enquiries no later than one (1) business day.

Qualifications, education & experience : High school diploma or general education diploma (GED). Two (2) years of administrative experience supporting an operation or team. Two (2)-years' experience in an educational setting preferred. Demonstrated ability to work effectively as part of a team. Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities. Demonstrated strong attention to detail. Demonstrated strong time management and organizational skills. Demonstrated excellent judgment with the ability to independently solve problems and make decisions with little or no need for direct supervision. Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions. Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills. Experience using / knowledge of electronic health record (EHR) / electronic medical record (EMR). Fluency in Spanish or other second language a plus. Basic understanding of early childhood development principles and practices preferred. Knowledge of records maintenance, family educational rights and privacy act (FERPA), health insurance portability and accountability act (HIPAA), and confidentiality rules, practices, and methods preferred. Experience and demonstrated intermediate proficiency with Microsoft Office, specifically Outlook, Excel and Word. Previous experience with Pennsylvania's enterprise to link information for children across networks (PELICAN) preferred. Ability to take direction, respond quickly, work well with multiple teams and departmental staff as well as work independently. Ability to handle conflict in a calm, professional manner. Good interpersonal communication skills; able to present information effectively to customers and employees. Ability to establish and maintain a positive, energetic, and enthusiastic working relationships within a team environment.

Elwyn is an Equal Opportunity Employer. Elwyn does not discriminate on the basis of race, color, religion, creed, ancestry, pregnancy status, medical condition, gender, gender identity or expression, genetic information, sexual orientation or identity, age, nation.