Operations Coordinator

Position Title: Operations Coordinator

Reports to: Operations Director

Physical requirements form: 

Medium Work – Lifting 50 lbs. maximum with frequent lifting and/or carrying of objects weighing up to 25 lbs.

About CESI

At Cooperative Elder Services, Inc. (CESI), our goal is to empower seniors and adults with medical or cognitive challenges to age-in-place by serving their health and socialization needs and providing support for families.

Our Purpose:

• Healthy aging is for everyone.

Our Mission:

• Through our trusted delivery of services, we empower our community to age on their terms.

Our Core Values:

• Mission first: We prioritize the well-being of clients, staff and community.
• Service to others: We lead with compassion and accountability.
• Caregiver wellness: We provide peace of mind for caregivers daily.
• Healthy communities: We help communities thrive by ensuring everyone ages well together.
• Respect for all: Transparency, and empathy guide our actions.
• Challenge the status quo: We take calculated risks to innovate while prioritizing safety.
• Be an advocate: We are enthusiastic champions of our mission and impact.

Expected Behaviors

Our expectation is that all employees embrace these guiding principles and seek ways to demonstrate behaviors that support our purpose, mission and core values each and every day.

• Demonstrated ability to work effectively and collaboratively with a culturally diverse population of clients, other care providers, family and community members as a member of the client’s multidisciplinary care team.
• Ability to function under pressure in a fast-paced human service environment.
• Ability to be flexible, open and responsive to ongoing industry changes.
• Ability to articulate and communicate CESI’s purpose, mission and core values in a consistent and enthusiastic manner, internally with staff and externally to clients, families, and community partner.
• Ability to identify opportunities within obstacles, and develop effective, creative solutions.

Role specific behaviors expected: 

• Mission first: We prioritize the well-being of clients, staff and community.    

• Respond to inquiries from internal and external sources in a professional and timely manner, ensure all written communications are concise, clear, and proofread, and adhere to our core values as an agency; organize time to meet deadlines and communicate effectively if priorities conflict to ensure the smoothest delivery of services to our clients. 

• Service to others: We lead with compassion and accountability.   

• Respond to inquiries with empathy and professionalism, resolving issues promptly and effectively 
• Provide proactive updates when delays or changes occur. 
• Balance internal and external communication demands to ensure the agency’s mission is upheld 

• Caregiver wellness: We provide peace of mind for caregivers daily.   

• Anticipate and mitigate potential conflicts, reducing stress for caregivers 
• Facilitate regular check-ins to address communication challenges or conflict.  

• Healthy communities: We help communities thrive by ensuring everyone ages well together.   

• Coordinate with staff and community partners to ensure written communications are inclusive and accessible. 
• Foster collaboration by sharing information that strengthens relationships with external sources. 

• Respect for all: Transparency, and empathy guide our actions.  

• Proofread and edit outgoing communication to ensure respectfulness, clarity and alignment with core values. 
• Foster a respectful and welcoming environment in all office interactions. 

• Challenge the status quo: We take calculated risks to innovate while prioritizing safety.    

• Regularly review and improve communication protocols to ensure they remain effective and efficient.  
• Adopt innovative tools or practices to manage time and organize tasks more effectively.  

• Be an advocate: We are enthusiastic champions of our mission and impact.  

• Ensure all communications reflect the agencies’ missions, values and commitments to its stakeholders. 
• Serve as a point of contact for everyone, providing accurate and helpful information about CESI. 

Job Overview:

The Operations Coordinator is responsible for a variety of administrative, operations, vendor relations, and billing duties in a highly regulated human services environment. This is an exempt position. 

Primary functions in this role:

• Complete client billing and respond to inquiries, both internal and external; accurately enter daily attendance data into the electronic records system; maintain accurate documentation of client and insurance payments; regularly process aging reports. 
• Control and maintain large purchase inventory including technology and appliances, staying within budget. Research and develop accounts with supply vendors, negotiating rates.  
• Support Human Resources operations, including regularly processing and maintaining internal and external documentation, credentials, and background checks. 
• Coordinate and improve the efficiency of support services such as IT and Phones, Electronic Records Software (AWARDS), Payroll vendor, Billing software, HR, Accounts and Finance. Facilitate coordination and communication between support functions; respond to challenges or problems raised with internal and external support services for the programs and administrative office. Serve as point-person within the organization for internal questions or concerns related to any vendor services. 
• Collaborate and coordinate new projects. 
• Contribute to short and long-term organizational planning and strategy. Implement and coordinate operational plans.  

• Maintain office supplies and equipment, handle incoming and outgoing mail, prep for on-site administrative meetings, maintain overall organization and cleanliness of office. 
• Respond to inquiries from internal and external sources in a professional and timely manner. 
• Other duties as assigned. 

Equipment:

• Medical and participant care equipment as needed to meet the needs of Adult Day Health Center’s participants.

Working Conditions:

• Indoors.
• Extensive participant contact.
• Possible exposure to infection, blood and blood borne pathogens.
• May work with hazardous/infectious waste.

Qualifications & Skills:

• Minimum 3 years’ experience in administrative functions, or comparable role, preferably in a non-profit environment. 
• Must be proficient in Excel and Microsoft Office. 
• Bachelor’s degree preferred. 
• Demonstrated operations experience, in roles with increasing responsibility. 

To apply: send your resume to Gaby Justus, Director of Program Development: g.justus@elderdayservices.org