Administrative Coordinator for Health Services

Planned Parenthood of Central and Western New York (PPCWNY) protects and provides health care and education that empowers individuals and families. With respect. Without judgment. No matter what.

Diversity and inclusion are core values at Planned Parenthood of Central and Western New York (PPCWNY). PPCWNY recruits exceptional and diverse staff. PPCWNY strives to develop staff into leaders for a diverse and global workplace.

In support of Planned Parenthood of Central and Western New York (PPCWNY)'s mission, the Administrative Coordinator for Health Services has responsibility for organizing the Health Services department's projects, meetings, and documents.

Essential Functions

Health Services Administrative Support - 80%

• Responds to requests for information and handles issues that may require sensitivity and uses sound, independent judgement.
• Coordinates between Health Services Leadership Team and Grants team to ensure timely deliverables.
• Keeps track of all deliverables and deadlines for Health Services including grants, projects, and communicates clearly and frequently with Health Services Leadership Team to ensure that they are met.
• Coordinates business itineraries, travel arrangements, food, and lodging for conferences, meetings, and other business functions, as well as collecting and submitting receipts for reimbursement for Health Services staff, as appropriate.
• Creates, designs, duplicates, and distributes reports, correspondence, memos, and other documents needed for Health Services deliverables.
• Organizes, schedules, solicits items for and generates agendas; and takes notes for meetings to meet department deliverables.
• Orders supplies as needed for Health Services Leadership Team.
• Collaborates with Chief Medical Officer, Director of CQRM (Compliance, Quality, and Risk Management), and Health Services Leadership to ensure independent contract providers are onboarded in compliance with all required policies and procedures.
• Tracks required training and schedules learning sessions for contract learners per agreements and in accordance with all requirements.
• Sends medical records to external parties as legally requested.
• Collaborates with the Director of CQRM to update provider document tracking.
• Communicates and coordinates with other agency Departments (e.g., CQRM, Grants, Finance, Programs, Marketing, Public Affairs HR, IT) as needed to meet grant and project deliverables.

Health Center Training Coordination - 20%

• Organizes, schedules, takes notes and attendance for meetings as directed by Health Services Leadership Team.
• Tracks mandatory trainings, meetings, drills, etc. for each health center and communicates clearly and frequently with Health Center Managers and Supervisors that they are ensuring staff are complying as required.
• Coordinates and tracks trainings delivered by the Health Services Training team and ensures that all health center staff have documented training completion.

Other Accountability Activities

• Attends agency meetings and external trainings as directed.
• Participates in agency initiatives.
• Performs other duties as assigned.
• Shows respect to all internal and external customers for differences in backgrounds, lifestyles, viewpoints and needs in areas such as race, gender, ethnicity, creed, sexual orientation, and others

Applicants must possess the following qualifications (or equivalent combination of education and experience) :

Education—

• Associates Degree in Business Administration, Communications, Health Care Administration, or a related field; or equivalent combination of education and experience

Experience—

• Minimum of 2 years' experience supporting leadership and management teams and/ or project management.

Knowledge, Skills, & Abilities

• Must be extremely organized with attention to detail and able to keep team organized
• Must be able to use Smartsheets, Microsoft Planner or other software to manage and track projects
• Must have excellent communication skills (oral and written)
• Must be proactive, independent, inquisitive, collaborative, and able to handle multiple priorities
• Must be able to work a flexible schedule with ability to travel to multiple sites
• Must have reliable transportation and/or a valid driver's license not in jeopardy of being revoked
• Demonstrate a commitment to respecting and learning about the cultural differences, backgrounds, historical traumas, and intersectionality of all colleagues, clients, customers, and vendors
• Planned Parenthood seeks candidates who are proficient in two or more languages