Administrative Coordinator - Full Time

Job Title: Administrative Coordinator
Location: POWER Campus in Swissvale, PA
Reports To: Program Director

Overview:

POWER is the region’s leading provider of women's substance use treatment. POWER's mission is to help women reclaim their lives from addiction and related emotional health issues and improve the well-being of future generations . We are a nonprofit agency committed to providing quality gender-responsive, trauma-informed treatment and recovery supportive services to women with substance use and co-occurring disorders.

Job Summary:

The Administrative Coordinator provides comprehensive administrative, clerical, and reception support for multiple POWER programs within our residential and outpatient services client setting. This role will deliver high‑quality administrative support to program leadership and staff as well as support the main reception desk, ensuring a welcoming and organized front‑office environment. The role maintains efficient and seamless administrative systems and processes assuring successful daily operations in all of the programs it supports. It will provide a highly efficient and technology driven level of support to program leadership.

Key Responsibilities:

Administrative & Program Support

• Provide clerical and administrative support to multiple POWER programs, including scheduling, document preparation, editing, data entry, record maintenance, word processing, filing, copying, faxing, and other routine office tasks.
• Maintain calendars/schedules, to include scheduling and coordinating meetings, interviews, and client Telehealth appointments.
• Prepare agendas, take meeting minutes, send reminders, distribute memos and assist with program communications at the direction of program management.
• Create and maintain spreadsheets, PowerPoint presentations, program files, records, logs, and reports including relevant program manuals, policies and procedures, and forms.
• Complete data entry in the agency’s electronic medical record (EMR) system, verify documentation for accuracy and upload documents in client records when applicable.
• Review and verify client insurance eligibility as applicable.
• Maintain accurate and confidential program records in compliance with POWER policy, HIPAA, DDAP, and other regulatory bodies.
• Prepare routine and ad‑hoc reports, spreadsheets, and correspondence.
• Maintain inventory of office and reception supplies.
• Manage transportation support.
• Maintain compliance with POWER policies and procedures
• Become knowledgeable of DDAP and other regulatory body standards.
• Comply with all safety and security policies and procedures

Reception Support

• Support main reception area for the facility, greeting and directing visitors, clients, and staff with efficiency while maintaining POWER’s customer service expectations.
• Answer, screen, and route incoming calls; respond to general inquiries.
• Maintain a safe, orderly, and professional reception area.
• Manage visitor sign in procedures and adhere to security protocols.
• All other duties as assigned.

Minimum Qualifications:

• High School diploma or equivalent. Associate degree in business or related field preferred.
• 1-3 years as an administrative assistant or similar role
• High level of informational technology (IT) proficiency
• Act 73, 33, and 34 clearances required

Skills and Competencies:

• Demonstrates a high level of professionalism.
• Demonstrated ability to manage multiple competing priorities from multiple leaders with ease.
• Highly Tech Proficient - Tech Savvy and highly Proficient in Microsoft Office 365, Word, Excel with some advanced, SharePoint, and the capability to learn new systems with ease, to include POWER’s Electronic Medical Record.
• High attention to detail, accuracy, and confidentiality.
• Exceptional customer experience and communication skills.
• Highly empathetic and non-judgmental.
• Maintains discretion and handles sensitive information with integrity.
• Reliable, team player, and sharp critical thinking skills.
• Ability to function with a high level of autonomy and strong critical‑thinking skills.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively across programs.

Working Conditions:

• Full-time on-site position.
• Mostly sedentary office work with walking between program desks and areas,
• Occasional lifting of boxes <20 pounds.

Why Choose POWER?

We are a mission driven agency that is committed to a workplace culture of acceptance, belonging and growth. Our new Swissvale, PA campus is conveniently located near the Parkway East and on a bus line. Employees may park for free on site and have the luxury of a more casual business dress code. We offer a comprehensive benefit package which may include:

• Medical, RX, Dental and Vision

• 401k with employer match

• Life Insurance

• Long-term Disability

• EAP

• Educational Reimbursement

• Professional Development

A POWER staple for employees is Coffee! We have coffee access in all areas that is always free for our team. Get that coffee shop budget under control!