Program Administrative Coordinator

Job Type Full-time Description About Interfaith Community Services: As North County's largest social services agency, Interfaith Community Services has been "helping people help themselves" since 1979. The organization provides a wide range of programs designed to empower hungry, homeless, and low-income community members to begin a pathway towards self-sufficiency. Each year, Interfaith Community Services impacts more than?20,000 community members by providing basic needs and nutrition support, social services, shelters and housing, employment development, senior services, veterans programs and addiction recovery support. Together, in partnership with 250+ diverse faith communities, more than 1,700 recurrent volunteers, and a growing staff of over 275, Interfaith provides a safe-haven and pathway towards self-sufficiency for more than 20,000 community members annually. If you're passionate about making a difference and thrive in a service-driven environment, we invite you to be part of our mission! What You'll Do In the Program Administrative Coordinator role, you’ll provide clerical coordination, records, data entry, scheduling, correspondence, filing, and other routine administrative support. This position supports the Program Manager and other program staff by maintaining organized and accurate records, preparing documents and reports, coordinating administrative tasks, and helping ensure information is communicated and processed to ensure timely follow-up by program leadership. The position contributes to organized and accurate data entry and reporting, supports leadership with compliance of documentation standards, and assists with efficient administrative processes and program operations, while providing professional customer service to clients, referral partners, and internal staff. Essential Duties And Responsibilities Coordinate daily administrative operations for the Recuperative Care Program.Maintain and ensure client records are complete, current, and properly filed according to organizational standards.Organize office files, documents and other administrative records as needed.Provide timely and accurate entry of data per agency and contractual requirements.Report identified data quality discrepancies to supervisor to ensure timely corrections.Register clients and input data in EHR systems or other designated databases as requested by supervisorAssist in the preparation of reports, special projects, audits, and operational initiatives as assigned by the supervisor.Run data and other reports routinely or as requested by the supervisor to ensure timely submission.Develop and maintain spreadsheets, dashboards, and tracking tools for program metrics.Maintain records of program activities and submit reports to supervisor as requestedAssist with insurance eligibility and/or verification and related administrative processes, including gathering, updating, and maintaining eligibility information and documentation.Manage document retention and archival processes according to agency policies at minimum annually.Manage office supply inventory, ensuring availability of necessary materials.Support program manager in identifying and implementing administrative procedures that improve operational efficiency and program compliance.Support leadership with preparing reports for grants, contracts, and regulatory agencies as requested by the supervisor.Support continuous quality improvement initiatives through data collection and reporting.Maintain policy, procedure, and compliance documentation.Maintain confidentiality and safeguard Protected Health Information (PHI) in compliance with HIPAA and organizational policies.Attend training courses to ensure up-to-date information of program requirements and regulations.Participate in team meetings, agency meetings and events and required staff training as assigned by the supervisorTroubleshoot administrative data issues and collaborate with required departments as needed.Maintain cleanliness and organization of administrative and file/copy area.Other duties as assigned Requirements Who You Are: About You're passionate about making a lasting impact, whether supporting individuals directly or enhancing our organizational effectiveness. To thrive in this role, you'll: High school diploma or equivalent, requiredExperience with data entry, recordkeeping, filing, document preparation, and maintaining accurate information required.1 + years of administrative, clerical, or program support experience in healthcare, social services, nonprofit, residential, or community-based setting, preferred.1+ years’ experience working with severely mentally ill, medically fragile, and homeless populations, preferredExperience with EHR, preferredBilingual (Spanish/English), preferredValid CPR, Basic Life Support (BLS) and First Aid certificate/s to be completed within three (3) months of hire Skillsets / Additional Requirements Strong organizational and time management skills.Excellent attention to detail with a high degree of accuracy.Excellent written and verbal communication skills.Professional customer service and interpersonal skills.Ability to prioritize multiple projects in a fast-paced environment.Strong records management and document control skills.Ability to interpret data and communicate findings clearly to leadership.Ability to maintain accurate records while meeting established deadlines.Ability to adapt to changing priorities and operational needs.Ability to establish and maintain professional boundaries and uphold strict confidentiality standardsProficiency in Microsoft Office applications (Word, Excel, Outlook)Ability to multitask efficiently, prioritize workload, and complete work accurately and independently WORKING CONDITIONS / PHYSICAL REQUIREMENTS: The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. Ability to stand and walk for extended periods of timeAbility to bend, stoop, kneel, crouch, and reach frequentlyAbility to lift, carry, push, and pull objects weighing up to 50 poundsAbility to perform repetitive motions such as sweeping, mopping, and wipingAbility to climb stairs and use ladders as requiredManual dexterity to operate cleaning tools and equipmentAbility to work in confined spaces or awkward positionsAbility to tolerate exposure to cleaning chemicals, dust, and odorsVisual acuity to identify dirt, spills, and safety hazardsAbility to work in varying temperatures and indoor/outdoor environments.Potential exposure to contagious diseases (hepatitis, HIV, tuberculous, etc.)Exposure of unpleasant and noxious fumes, odors, dust, temperatures, noise and inclement weather Location: Onsite/Escondido Hours: Monday-Friday: 8 am-4:30 pm Hourly Rate: $22.64-$25.97 Employment Benefits Paid Time Off Paid Holidays – 13 scheduled Flexible Work Schedules Medical, Dental, and Vision Insurance AD&D / Group Life Insurance Flexible Spending Accounts – Medical and Dependent Care Matched 401(k) Retirement Plan Early Release Days! Work Anniversary Bonuses Tuition Reimbursement and Public Service Loan Forgiveness Eligibility Employee Assistance Plan (EAP) Home Ownership Assistance Program Casual Work Environment Professional Growth and Career Development Opportunities Interfaith is an equal opportunity employer. Qualified applicants will be considered without regard to age, race, creed, color, national origin, ancestry, religion, pregnancy, marital status, affectional or sexual orientation, gender identity or expression, genetic information, disability, nationality, sex, veteran status, or any other characteristic protected by federal, state or local law. In addition, Interfaith will provide reasonable accommodations for qualified individuals with disabilities.