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GENERAL SUMMARY/ OVERVIEW STATEMENT:

McLean's Division of Child and Adolescent Psychiatry is recruiting an Administrative Coordinator for our Child Partial Hospital Program--a new program for 7-13 year olds struggling with irritability, suicide, and self-injury--striving to provide evidence-based therapy and medication management--while also catalyzing new research about these three problems--so as to improve care and outcomes. The administrative coordinator plays a critical part of this multi-disciplinary team in this unique and important program.

Candidate will provide administrative and organizational support to the Child Partial Hospital Program (C-PHP). Specific duties include scheduling, copying, electronic filing, document management, meeting scheduling and minutes, purchasing, data entry and analysis, and projects as assigned.

Manage Epic Resource Role Assignments, and Training Registration, Scheduling and Coordination. Coordination and

Forecasting for future workforce training for McLean staff.

Manage UKG issues for this program and potentially throughout the division.

Manage systems and functions related to intake and admissions for the C-PHP which includes answering all calls and questions, organizing and overseeing the paperwork related to admissions, assist in admission decisions when applicable. Oversee reorganization of referral system.

Oversee reorganization of our referral system and provide important input/guidance to the division around creation of a centralized referral and admissions process for pediatric patients at McLean Hospital.

Assists with analysis and implementation of business operations to drive efficient use of programs staff and other resource

• Develops and maintains excel spreadsheets and access databases for business tracking and analysis functions.

• Handles general office procedures and functions (i.e. accounts receivable, accounts payable, equipment maintenance issues, incoming/outgoing interoffice and snail mail, etc.). Maintains high degree of office organization and efficiency, makes decisions relative to routine administrative and clerical details.

• Proofreads and edits all prepared documentation to ensure accuracy prior to submittal.

• Arranges and schedules all appointments, interviews, meetings, conference calls for program director.

• Provides efficient duplication and collation of documents and reports either within program or through hospital mail room services.

• Maintains well-organized business files (hardcopy and electronic) to ensure prompt retrieval of information.

• Provides administrative orientation and training of new staff ensuring that initial paperwork is completed and maintains those records. Oversees and maintains CPI and CPR records.

• Conducts routine inventory of department office supplies, materials and equipment; ordering supplies and services as needed. Manages PeopleSoft and Kronos electronic systems for program and is liaison to McLean Human Resources and other administrative departments. (Partners Healthcare training available.)

• Utilizes EBUY system for purchase order management.

• Maintains up-to-date knowledge of program budget and ensures that expenses are not exceeding budgeted amounts.

• Oversees and manages the food ordering and maintains proper set up of the kitchen.

• Provides administrative support to program and staff members in the program.

• Assists with greeting and scheduling vendors, patients, families, and guests of the program. Monitors the traffic flow in and out of the residential facility for customer service purposes and for safety.

• Monitors program operations budgets and contracts as required by local, state, and federal agencies.

• Assists in developing and updating appropriate policies and procedures for the program in compliance with regulatory agencies and helps maintain current licensure materials as needed.

• Assists C-PHP staff in oversight of and collaboration with contracted services providers for the program (e.g. food services, dietary consulting, housekeeping, maintenance, lab services and hazardous waste contract, etc.).

• Conducts ongoing daily inspections of the facility to maintain comfort and to ensure optimal safety, appearance and maintenance of residential facility. Works with the McLean Facilities Department in collaboration with the program director to ensure rapid solutions to repair and maintenance issues using subcontractors and vendors (e.g. furniture, accessories, equipment, house interior and exterior, grounds, etc.).

• Back up to staff for oversight of daily housekeeping activitie

• Provides consistent feedback about the maintenance and upkeep of the facility to the program director and McLean Facilities and Business Development departments.

• Other duties as assigned by program director.

Qualifications

- Education: Bachelor's degree and 3-5 years of work experience Required. (mental health and/or healthcare organization preferred).

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

-Ability to coordinate data and organize schedules and prioritize resources

- Expertise using Microsoft Office Suite:

- Excel (formulas, pivot tables, lookups)

- Word (form creation)

- Outlook (multiple calendar management)

- PowerPoint (creation of presentations).

- Ability to quickly learn and apply new technology.

- Takes initiative, uses all available resources; ability to prioritize; follows through to completion

- Must be self-directed and committed to excellence and continuous improvement of processe

- Ability to prioritize multiple requests and deadlines while maintaining flexibility and dedication to task

- Preference given to candidates experienced with large data sets, using an online learning system (e.g., HealthStream), and having experience with Epic.

EEO Statement

McLean is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.