Senior Coordinator Specialty Business

Heartland Alliance Health

Chicago, IL, USA

Published: 6/14/2022

Full Time

Job Description

Title: Senior Coordinator Specialty Business

Department: Specialty Business

Shift: Full-Time 8:30AM - 5:00PM

Location: Home Office.

Reports to: Associate Director of Specialty Business

FLSA Status: Exempt

Salary Classification: Non-Bargaining

Salary Grade: NBU 04

Heartland Alliance Health’s (HAH) mission is to transform healthcare for the most vulnerable – particularly people experiencing homelessness, mental illness or addictions, or struggling with multiple chronic illnesses – improving health for all and the well-being of our community.

The Senior Coordinator Specialty Business provides a broad range of specialized program support services, including but not limited to specialized administrative tasks, data processing and records management for Cross Cultural Interpreting Services and 340B. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

Essential Duties and Responsibilities:

Coordinates and performs specialized data processing tasks for the program/department, as defined by program needs and contractual requirements. Performs non-specialized tasks, as needed, including but not limited to word processing, filing, photocopying, screening in-coming calls and visitors/clients and directing correspondence in accord with Organizational standards (i.e., First Impressions Standards) and program guidelines.
Work closely with program manager to implement new interpreter scheduling software, hire, train and orient independent contractors
Responsible for coordinating interpreter scheduling and translation project management
Responsible for interpreter payroll processes, customer invoicing, and monthly reporting
Develop and maintain training and compliance, ensuring accuracy, confidentially and consistency of the employee records (e.g., scheduling and tracking registrations for internal trainings)
Responsible for the development and management training database and calendars Provide feedback and reports to the management team about the status of staff trainings
Provide project management and administrative support for the Specialty Business team (e.g., credentialing projects, maintenance of provider rosters and independent contractor records)
Responsible for assisting in the development and implementation of administrative policies and procedures related to training, hiring and onboarding independent contractors
Assist in the development, coordination and implementation of training for new and current independent contractors
Analyzes and performs specialized database entry
Prepares records, schedules and other necessary documentation as program needs dictate.
Perform routine administrative/support tasks including but not limited to: filing, photocopying, distributing mail, answering telephones and maintaining records
Schedule and coordinate meetings and manage room set up and meeting minutes
Maintains baseline knowledge of relevant program-related terminology.
Develops, coordinates and implements the policies and procedures for the selection, ordering, delivery and installation of all capital purchases for the program/department.
Develops, coordinates and implements the policies and procedures for inventory control for the program/department, including but not limited to computer equipment, office and statistical supplies and other resources. Monitors expenditures for office related costs.
Participates in an after-hours on-call rotation schedule.
Manage and maintain 340B program materials.
Complete 340B monthly program audits
Learn 340B basic compliance requirements.
Work with external vendors and clients as needed.
Establishes relationship with goods and services vendors and acts as liaison between the program/department and building management, landlord, maintenance staff, and/or internal contacts, as appropriate. Resolves routine problems and refers non-routine problems to appropriate channels.
Coordinates the production and assembly of proposals, applications and reports. Responsible for generation of data-based reports and statistical summaries for internal and external needs of the program/department.
Designs presentation of statistical, graphic and narrative formats for major documents, proposals and/or applications.
Develops and maintains filing systems and ensures accuracy, confidentiality and consistency of filing systems, charts and records.
Develops, coordinates and implements training for new software packages, office operations and equipment, and fiscal operations for program/department staff.
Manages the onboarding process for new customers and interpreters
Manages databases and interpreter audits
Resolves internal/external complaints
Conducts internal and external trainings
Assists with audit of CCIS related tasks and workflows to increase efficiency
Liaises with external vendors and helps maintain vendor relationships
Populates dashboard and imports revenue data into Salesforce
Assumes a leadership role and maintains an appropriate professional demeanor towards co-workers, visitors, clients, supervisors and other non-personnel.
Develops and maintains schedules and rosters (conference room, staff, etc.).
Adheres to professional standards as outlined by governmental bodies, private funding sources, organizational plans/policies and program guidelines. Participates in periodic evaluative reviews and/or in-house and external staff training to ensure that he/she understands and continues to adhere to such standards. Initiates requests for assistance or guidance from Supervisor to address new issues or complex concepts affecting adherence to professional standards.
Assist with special projects as needed
Ability to work out of multiple HAH locations

Other duties may be assigned.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: High school diploma or equivalent and three years of related experience, or equivalent combination of education and experience.
Other Qualifications: Demonstrated high degree of computer proficiency, including knowledge of word processing, spreadsheet and database software. A familiarity with or understanding of program-specific terminology may be required.
Language Skills: Ability to write reports, correspondence, and instructions. Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public.
Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability: Ability to apply common-sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Benefits: We offer a comprehensive and competitive benefits package designed to support your well-being and professional growth.

Medical, Dental, and Vision Insurance
Health Savings Account (HSA) or Flexible Spending Account (FSA)
Wellness Programs
Employee Assistance Program (EAP)
Tuition Reimbursement and Educational Assistance
401(k) Retirement Savings Plan
Life Insurance
Short-Term and Long-Term Disability Insurance
Paid Time Off (PTO)
Paid Holidays

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear.
While performing the duties of this job, the employee is frequently required to sit; use hands to handle or feel and reach with hands and arms.
While performing the duties of this job, the employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 10 pounds.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.
The employee may be required to remain on Organization premises during breaks and/or meal periods and may be required to stay on Organization premises until their replacement arrives

Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.