Administrative Coordinator

FLSA Status : Non-Exempt

Reports to: Executive Director

Our Mission: It is our mission as an organization to provide a comprehensive rehabilitation and support program and promote the quality of life for the people we serve. NeuLife Rehabilitation of Michigan provides post-acute rehabilitation and residential services for individuals with Traumatic Brain Injury (TBI), Acquired Brain Injury (ABI), Spinal Cord Injuries, and Neurological Disorders.

Summary: The Administrative Coordinator provides high-level administrative support to leadership and key departments to ensure proper coordination of complex scheduling and management of neurorehabilitation processes. They understand and assist with all necessary aspects of a person served file from intake to discharge, with professional communication between team members, the community, families, and external stakeholders being essential to the role's success.

Primary Responsibilities

• Greet visitors
• Answer/triage/transfer all incoming company calls in a timely fashion
• Retrieve and open mail daily
• Scan all accounts payable invoices into Bill.com
• Log all provider check payments into a financial spreadsheet
• Order supplies for the organization as scheduled
• Responsible for vendor management and providing resolutions to issues that may occur
• Primary owner and gatekeeper to manage and input all changes to the persons served medical record into PCC (admissions, location changes, discharges)
• Clinical scheduling in a web-based platform with daily clinical changes as needed
• Management of medical-based appointments, including coordination of scheduling needs with residential teams and other departments
• Management of prescription expiration dates in coordination with nursing and other departments
• Communication to participants/stakeholders of clinical schedules (electronic or USPS)
• Scheduling changes as needed in coordination with the residential team
• Processing of clinical documentation, including some basic CPT code knowledge
• Monitoring Point Click Care or other documentation platforms to ensure Electronic Medical Records are complete and accurate.
• Weekly communication residential/clinical census and forecast
• Maintenance of participant reports or other communication to external stakeholders
• Maintenance of supporting documentation for participant files per program/CARF guidelines, including annual updates.
• Communication of admission/discharge or other routine documentation to secure necessary signatures for participant files.
• Mail processing, less any urgent documents/materials
• Knowledge of daily participant census processing in designated platform or system
• Oversight/management of supply ordering, as approved
• Understand AFC and CARF standards
• Other duties as assigned

Qualifications:

• HS diploma. Bachelor's degree preferred
• 2 or more years of experience in working with developmentally disabled or catastrophically injured individuals, including traumatic brain injury preferred
• Empathy and genuine desire to help persons served to improve their quality of life
• Attention to detail and the ability to prioritize independently
• Outstanding communications skills
• Proficient customer service skills
• Advanced knowledge of MS Office
• Must be able to pass a level II background check

Physical Requirements:

• Ability to remain in a stationary position for long periods
• Ability to walk and stand for long periods
• Ability to operate computers and other office machinery
• Ability to move objects weighing up to 50 pounds
• Willingness to Travel 20% (Local)

American with Disability Act Statement: External and internal candidates, as well as position incumbents who become disabled, must be able to perform the essential job-specific functions (listed within each job-specific responsibility) either unaided or with the assistance of a reasonable accommodation to be determined by the company on a case-by-case basis.

Job Type : Full-time

Expected hours: 40 per week

Benefits:

• 401(k)
• Medical/Dental/Vision insurance
• Floating holidays/PTO

Schedule:

• 8 hour shift
• Day shift

Work Location: In person (Zipcode: 48036 and 48083)