POSITION TITLE: AT Program Coordinator

DEPARTMENT: Assistive Technology

REPORTS TO: Director of Assistive Technology

FLSA: Non-Exempt

Basic Function:

Provide vital administrative support to ensure mandated contract timelines are met for the entire AT Division. Coordinate service requisitions/service approvals across multiple large contracts. Communicate regularly with DDS and Community Living contract staff, all ATS, Director of AT, and VP of Community Support Services about referral volume, issues with documentation, service approvals and equipment purchasing approvals. Respond to incoming phone calls to the department and send to appropriate staff. Location: Worcester, MA area!

Essential functions:

• Utilize Excel, TEAMs, One Note, and Outlook continuously during the workday to process large volume of incoming/outgoing documentation and authorizations.
• Monitors multiple Outlook Inbox to process all incoming client evaluations/notes for the entire department in a HIPAA compliant manner. Contacts program staff when deficiencies are identified.
• Using Outlook and Word, creates equipment quotes for all incoming evaluations/notes across multiple contracts. Sends quotes to various state agencies. Update multiple network Excel tracking sheets.
• Uses Excel tracking sheets to record dates of notes and subsequent communications with state agencies indicating authorization to proceed.
• Upon approval transfers approved equipment quotes into OneNote for processing by AT purchasing.
• Maintains permanent networked client folders, saving and updating files as needed based on contract.
• Ability to independently maintain systems of organization (e-mail, shared drives, Excel sheets, OneNote) and effectively communicate with supervisors and other team members regarding equipment orders, difficulties encountered.
• Act as the purchasing agent in Great Plains for all equipment orders for the AT department and the Alternative Financing Program.
• Provide equipment processing support to AT programs specifically with tracking and staff queries.
• Establishes, maintains, processes, and updates files, records, and/or other documents.

Non-Essential Functions:

• Performs any other duties and/or tasks that may be assigned on an as needed basis.
• Resolves routine administrative problems
• Establishes, maintains, processes, and updates files, records and/or other documents.

Relations with Others:

• Direction received either the Director or the VP. Accepts constructive feedback and modifies actions accordingly.
• Accepts assignments in a positive and proactive manner
• Accepts constructive feedback and modifies actions accordingly
• Ability to interact with individuals with a range of personalities in a tactful, congenial, personal manner so as not to alienate or antagonize.

Qualifications:

• Working knowledge of Microsoft Office including Word, Access, and Excel.
• Excellent organizational and communication skills.
• Other general clerical skills.

Preferred Experience:

• Two years related experience or equivalent combination of education and experience.
• Experience working in a non-profit organization a plus
• Demonstrated knowledge of disability related issues preferred.

Required Work Habits:

• Plans, schedules and performs work under the general direction of the Director and the Department Operations Coordinator.
• Excellent communication and organizational skills.
• Ability to work cooperatively with staff throughout the organization to reach programmatic objectives.
• Ability to communicate effectively by phone and in person with professionals and clients with various disabilities.
• Ability to organize projects, prioritize workflow and complete multiple tasks simultaneously and accurately.
• Must present in a professional and business-like manner and appearance.

Physical Demands:

• Frequent communicating in person, via phone and through e-mail.
• Constant use of computer and telephone
• Must be able to enter information into the computer
• Must be able to read various instructions provided

Mental Demands:

• Ability to work with limited supervision.
• Varying peaks in workload to be expected.
• Ability to communicate effectively by phone and in person with staff and with professionals from outside agencies.
• Ability to prioritize multiple tasks.
• Ability to manage stress.
• Frequent interruptions in workflow
• Must have basic mathematics and reading skills to satisfactorily perform the essential functions of the job

Environment:

• General office environment.
• Occasional flexibility in work hours required.

Equipment Used:

• Office equipment such as computer, copy machine, fax machine, postage machine, telephone and printer.

Disclaimer: The above statements are intended to describe the nature and level of work being performed by employees assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required to personnel so classified.

Easterseals Massachusetts is an Equal Employment Opportunity Employer and welcomes all qualified applicants. We base all employment decisions on each individual's capabilities and qualifications without regard to race, color, religion, sex, national origin, ancestry, sexual orientation, gender identity, age, physical or mental disability, veteran status, genetics, or any other protected status under the law.