Administrative Coordinator

The Administration Coordinator position is designed to support the mission and values of Boys Hope Girls Hope (BHGH) providing support related to Program Administration, Ohio Licensing Requirements (ODJFS), Human Resources, and Operations. The mission of Boys Hope Girls Hope (BHGH) is to nurture and guide motivated young people in need to become well-educated, career-ready men and women for others. 

Job Title: Administrative Coordinator

Job Information:

Job Classification: Exempt

Evaluation:  Annual

Reporting/Supervisory Responsibility:

Reports To: Executive Director

Supervisory Responsibility: None

Job Summary:

The Administration Coordinator position is designed to support the mission and values of Boys Hope Girls Hope (BHGH) providing support related to Program Administration, Ohio Licensing Requirements (ODJFS), Human Resources, and Operational Administration. The mission of Boys Hope Girls Hope (BHGH) is to nurture and guide motivated young people in need to become well-educated, career-ready men and women for others. 

Education, Experience, and Certifications- Minimum Qualifications:

• BA/BS in a related field or combination education and relevant experience
• Ability to work flexible hours when required, occasionally including weekends and evenings
• Excellent personal interaction and communication skills to work with diverse populations, including adolescents, parents and guardians, education professionals, and other audiences verbally and in writing
• Ability to manage several projects and activities at the same time
• Ability to understand and process sensitive and confidential information and documentation
• Experience with all Microsoft Office, Salesforce, and social media platforms
• Must be able to produce quality, error-free work and take initiative to complete projects as needed or assigned
• Willingness to pitch-in and fill the needs of the team, including interacting with youth
• Must have a valid driver’s license and ability to complete errands including lifting 20 lbs.

Essential Functions, Duties and Responsibilities:

• Program Administration
  • Serve as the first point of contact with referrals, informing them of the program, opportunities, and taking critical contact information for future application resources. Directs candidates with greater service needs to other organizations
  • Discuss the program, gather preliminary paperwork for review for the program committee, sign releases for continues admissions process. and serves as form of contact throughout the admissions and onboarding process. Collects information for review of the Program Committee from schools, doctors, references, and families throughout process
  • Input initial data on candidates into PPM Community in Salesforce for future admissions needs. Updates information as needed and monitors PPM for new referrals
  • Print, organize, and arrange the scholar case record for newly admitted scholars to complete the placement agreement and maintain ODJFS record keeping requirements
• Program Licensing
  • Work with Program Director to maintain communication with ODJFS rep for licensing to cover employee record, employee training, and youth records within ODJFS standards. Coordinate bi-annual review of records (employee and scholar) for consistency, continuity of information, and organization
  • Reviewing, drafting, collecting, and editing submissions of ODJFS applications, corrective action plans, inspections for license renewal, and document requests. Maintains current rule listing for proper licensing with Ohio, maintaining governing body activities under the ODJFS rule requirements, and onboarding of employees & youth records within the homes
• Human Resources
  • Responsible for the sourcing, application, references, employment verification, NSPOR review, Motor vehicle review, BCI/FBI background check, medical screenings, RE training/orientation materials, status change updates, continued training updates, exit document coordination, job description drafting, advertisement posting, Salesforce requisition maintenance of needed positions, and record maintenance within ODJFS parameters and BHGH record restrictions
  • Coordinate employees with payroll and benefit registration within Salesforce. Responsible for coordinating with Network Headquarters on employee’s needs, onboarding and status changes
  • Collection and review of timesheets for payroll summary documenting time worked for pay period and submission to the NH. Maintaining posting documentation that is needed for employment requirements
  • Coordinate the application process with volunteers including reference review, NSPOR review, BCI review, adverse action letters, and onboarding authorizations for service after review. Review all paperwork with volunteers necessary for them to serve. Work with Outreach coordinator to enhance the volunteer program
• Operational & Board Duties
  • In compliance with ODJFS policies, the Administrative Coordinator would collect all Minutes related to Board meetings. Work to administer any required activities associated with compliance including reference of Board votes for changes and any items actionable for State of Ohio licensing
  • Provide office support as needed – answering the phone, technical support, ordering of office and business supplies, electronic equipment, and any additional tasks as assigned.
  • Serves as the point of contact between local IT and NH for software, Salesforce maintenance, equipment, and operational changes in electronics used daily within the offices and within the homes. Responsible for updating OS as available, refreshing equipment for new staff as needed, and troubleshooting as needed
  • Duties as assigned

Work Environment:

This position is based in the BHGH Cincinnati main office. Position may also be called upon to perform tasks and residential home and academy sites, as well as in the community at large.

 Physical Requirements:

While performing this job, the individual is regularly required to sit, stand, walk, talk, hear, see, reach with hands/arms, stoop, kneel, crouch, crawl, push, pull, grasp, and use repetitive motions. Individuals may also frequently lift and/or move up to 50 pounds of materials. Specific vision abilities include close vision such as reading handwritten or typed material, or computer/device screens, and distance vision such as reading a projector screen, and the ability to adjust focus.

Other Requirements:

Background Clearance

Fingerprint Clearance

MVR

This job description is designed for compliance with the American with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this job. Additional duties are performed by the individual holding this job and additional duties may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.