The Center for Families and Relationships (CFAR) is a not-for-profit community counseling center, located in Northeast Philadelphia, serving the needs of individuals, couples, families and children. We are the only non-profit agency in Philadelphia in which our entire clinical staff is trained/certified in Marriage & Family Therapy. We work off a core belief that the whole of a family is greater than the sum of its parts, therefore, our treatment services include everyone in the family that is willing to be involved. Our focus on the family unit, and not simply the individual, is a key differentiator of our services to clients.
This role will support the Program Director in the Together Through Trauma (TTT) division.
https://www.cfarcounseling.org/
Job Overview
We are seeking a detail-oriented and proactive Administrative Program Coordinator to join our team. This role is essential in ensuring smooth office operations and providing exceptional customer service. The position will track program data, support logistics, oversee office functions, manage client process, and serve as a central point-of-contact for the program. The ideal candidate will possess strong organizational skills, computer literacy and a commitment to supporting our team and clients effectively.
Responsibilities
· Track program data:
o Maintain contact list of TTT community partners.
o Manage weekly spreadsheet of TTT clients served from the previous week.
o Input sign-in sheet data into SmartSheet.
o Work collaboratively with Program Director to update PCCD quarterly reports.
· Support program logistics:
o Assist with scheduling meetings, coordinating orientations and ordering food when needed.
o Assist the TTT team with ordering flyers, brochures, and any other marketing supplies.
o Respond to requests from community partners for workshops and trainings within 24 hours
o Work with program team to schedule workshops and trainings
o Work with Development Director/Fiscal Team to manage/track program budget
o Collect event/workshop sign-in sheets, timesheets, receipts, and other documents as needed
· Office functions:
o Answer phone calls
o Prepare letters, emails, reports as requested.
o Maintain TTT office supplies and other program supplies stored in the TTT closet.
· Manage client process:
o Respond to requests from community partners regarding referrals for therapy within 24 hours.
o Collect new client information over the phone and schedule intake appointments.
o Set up new client file in Credible (Electronic Health Records platform).
o Manage client transfer process by verifying insurance and communicating with all parties involved.
o Answer questions regarding services offered.
o Provide weekly updates to community partners on the status of their referrals.
o Keep management informed of any concerns with scheduling clients in a timely manner.
· Other responsibilities and duties:
o Participate in weekly staff meetings.
o Participate in weekly supervision with Program Director.
o Attend Monthly CFAR Teams meetings.
o Any special projects assigned accordingly by management.
Requirements
- Proven experience in an administrative role or similar position is preferred.
- Strong customer service skills with the ability to communicate effectively with clients and colleagues.
- Proficient computer literacy, including familiarity with Microsoft Office software applications.
- Excellent organizational skills with attention to detail and the ability to multitask effectively.
- Ability to work independently while also being a team player.
- Comfortable with routinely shifting demands
- Strong typing skills with accuracy in data entry tasks.
Job Type: Full-time
Pay: $45,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
People with a criminal record are encouraged to apply
Application Question(s):
- Please provide your personal email address:
Education:
Experience:
- Administrative: 2 years (Required)
Ability to Commute:
- Philadelphia, PA 19152 (Required)
Work Location: In person
