Program Support Officer

Job Details

Job Location Seattle, WA - Seattle, WASalary Range $20.98 - $31.47 Hourly

Description

Salary Range : Please note the typical Hiring range is $23.00 - $25.00 per hour. Job offers within the range are based on relevant job qualifications and pay equity.

Medical Teams International holds strict child and vulnerable adult safeguarding principles and a zero-tolerance policy for misconduct related to sexual harassment, exploitation and abuse in the workplace and other places where the organizations activities are rendered.

Parallel to technical competence, recruitment & selection, hiring decisions will give due emphasis to assessing candidates eligibility thorough background checks, police clearance, and professional reference check processes.

Medical Teams International Calling :

Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

The Program Support Officer contributes to the mission of Medical Teams by efficiently scheduling and coordinating mobile clinics in specified areas of Washington or Oregon State.

The Scheduler links together, supports, and acts as a hub of communication for Clinic Managers, Clinic Partners, and Volunteer Providers to optimize the performance and support the operations of the Care & Connect Program.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Scheduling and Calendar

• Manage Clinic schedules to meet the needs and objectives of Medical Teams, patients, volunteers, site partners, and clinic managers.
• Schedule clinics with site partners and community-based organizations according to existing grants, agreements, memorandums of agreement, and scheduling guidelines.
• Schedule staff, volunteers, vehicles, partners and clinic locations for each clinic.
• Liaise with Fleet Manager to ensure mobile clinics vehicles are in working order for each clinic.
• Ensure all entities are included in communications, confirmations, and calendars.
• Maintain accuracy of CRM Database (Dynamics 365) and scheduling calendars related to program region.
• Create various reports related to clinic scheduling to support fundraising, scorecard, and PR needs.
• Perform other administrative tasks to support program objectives.

Program Volunteers

• Act as primary point of contact for onboarded and existing volunteers, promptly schedule, coordinate, and confirm their assignments.
• Communicate regularly with volunteers about volunteer opportunities and schedule volunteers for clinics from a roster of approved providers.
• Ensure volunteers are compliant with organizational requirements prior to scheduling.
• Provide welcoming service and support for all volunteers, ensuring a positive experience with Medical Teams.
• Alert supervisor or Dental Director of any concerns regarding care provided by volunteers.
• Assist Volunteer Engagement Specialist with volunteer recruitment strategies and outreach events.

Clinic Partners and Locations

• Work with clinic partners to coordinate, schedule, and confirm requests for mobile clinics.
• Maintain weekly clinic confirmations with each site partner.
• Support the Program Manager with the recruitment and retention of clinic partners.
• Periodically visit partner agencies to cultivate relationships as needed.
• Maintain and document memorandums of agreement by gathering information for MOU’s and contracts with partners.
• Confirm parking is secure and appropriate at the site and parking permits are ordered if needed.
• Assist with coordinating travel, lodging and logistics as needed.

Public Relations

• Act as a positive representative of the program with the public, partners, volunteers, and internal departments.
• Respond to calls from the public for general information about the program and available clinics.
• Attend occasional meetings and functions outside of normal working hours.
• May triage and direct incoming patient calls as needed.

STRATEGIC PLAN RESPONSIBILITIES

• In collaboration with the department, work towards the implementation of Medical Teams’ current strategic plan and the accomplishment of the related strategic goals.
• Develop grant reports and program updates as needed.
• Assist with capacity planning and forecasting alongside the Program Manager.
• Advise on feasibility and capacity on project proposals and grants.

Other Duties :

Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies.

Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behavior expectations.

• Travel for organizational or departmental off-site meetings up to 3 times per year in the Pacific Northwest.
• When appropriate, incorporate the use of volunteers in daily job functions.
• Perform other duties as assigned.

Qualifications

EDUCATION, LICENSES, & CERTIFICATIONS

Required :

High school diploma or GED

Preferred :

Associate or Bachelor's degree in related field.

EXPERIENCE

Required :

Three years’ experience in a related field.

Preferred :

• Five years’ experience in a related field.
• Experience working with volunteers, non-profit agencies, and / or public health agencies.

KNOWLEDGE, SKILLS & ABILITIES

• Commitment to Medical Teams International Calling Statement and Core Values.
• Compassion and care for the patient populations we serve; committed to radical hospitality.
• Strong interpersonal and customer service skills.
• Strong administrative and time management skills.
• Ability to work collaboratively with diverse staff and people at all levels of function and authority.
• Self-starter, detail oriented, highly organized, and able to work independently.
• Ability to handle multiple, time-sensitive projects simultaneously; flexibility in work-related tasks.
• Ability to triage and prioritize tasks in a fast-paced work environment.
• Strong critical-thinking and problem-solving skills.
• Ability to field emergency calls in non-standard working hours (periodically) and support volunteers, partners, or staff.
• Ability to communicate effectively in English, both verbally and in writing.
• Ability to communicate effectively over the telephone.
• Intermediate level of proficiency creating documents, spreadsheets, and organizing mailings using Office 365 suite.
• Knowledge of or willingness to become a power user of Microsoft Dynamics 365 (CRM) to be able to input and pull data.
• Ability to work with web-based calendaring system.
• Advanced capability or willingness to learn eClinicalWorks (EHR).
• Understanding of compliance with HIPAA.
• Intermediate skills with Microsoft Teams and SharePoint, or willingness to learn.
• Possess an attitude of flexibility and focus on solutions.
• Good intuition and high emotional intelligence.
• Well organized; able to manage and follow up to see tasks through.
• Creative ability to think through locations, staff schedules, and problem solving.
• Knowledge of medical billing (CPT codes) and HIPAA.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

Physical Requirements :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of a personal computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends / descends stairs, steps, or ladder
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee must occasionally lift and / or move up to 10 pounds.
• Seldom to occasionally positions self to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.

BENEFITS

The following information outlines typical benefits available for US-based, regular employees scheduled 30 hours or more per week.

Actual benefits may be prorated for other than full-time work.

• Excellent Medical, Dental, and Vision Insurance
• Flexible work schedule options
• Life insurance & AD&D
• Generous vacation time (20 days), sick leave (10 days), and 12 paid holidays per year
• 401k retirement plan
• Paid parental leave
• Employee Assistance Plan
30+ days ago