Position SummaryThe Operations & Administrative Coordinator is responsible for coordinating Brookhaven Treatment & Learning Center's day-to-day administrative operations. The position supports the administrative systems that enable Brookhaven's educational, residential, clinical, and business operations to function efficiently and effectively.Working closely with the Executive Director and Leadership Team, the Coordinator ensures the efficient flow of information, documentation, and organizational processes while helping the organization maintain compliance with applicable policies, regulatory requirements, and administrative standards.The Coordinator serves as the organizational hub for employment administration, admissions and referrals, educational support, compliance documentation, records management, front office operations, and general administrative services. The position is responsible for maintaining the administrative infrastructure that supports employees, students, families, and organizational operations.As Brookhaven's primary administrative point of contact, the Coordinator frequently greets visitors, answers and directs incoming telephone calls, responds to general inquiries, and assists families, employees, vendors, contractors, Board members, community partners, and regulatory agencies. The position is expected to represent Brookhaven in a professional, courteous, responsive, and welcoming manner while ensuring inquiries are handled accurately and efficiently.Success in this position requires exceptional organization, attention to detail, professionalism, sound judgment, strong interpersonal and customer service skills, and the ability to manage multiple priorities while maintaining strict confidentiality.This position coordinates administrative processes but does not establish organizational policy, supervise employees, or provide operational leadership unless specifically assigned by the Executive Director.Reports To: Executive DirectorClassification: Full-Time, Non-ExemptEssential Duties and ResponsibilitiesEmployment AdministrationMaintain confidential personnel files and required employment records.Coordinate employee onboarding and offboarding activities.Prepare new hire and employment eligibility documentation.Coordinate employee benefit enrollment, retirement enrollment, and annual open enrollment activities.Serve as the administrative liaison with employee benefit providers.Maintain employee benefit records and related documentation.Maintain employee training records, certifications, and required employment documentation.Assist with workers' compensation, unemployment, and other employment-related administrative processes.Coordinate employee time studies by distributing, collecting, tracking, and maintaining required documentation in accordance with organizational, funding, and regulatory requirements.Educational AdministrationMaintain student administrative records.Coordinate student enrollment, withdrawal, and administrative documentation.Assist with required educational reporting and documentation.Coordinate the administrative components of Independent School approval, renewal, and compliance activities.Maintain educational compliance documentation.Coordinate student records requests in accordance with FERPA and Brookhaven policies.Support the Education Director with administrative coordination as assigned.Maintain educational calendars, reporting deadlines, and administrative schedules.Compliance & Records AdministrationMaintain confidential administrative records.Maintain personnel, student, and organizational files.Organize licensing and regulatory documentation.Coordinate required compliance documentation.Maintain document retention systems.Coordinate organizational reporting required by state agencies and regulatory bodies.Maintain regulatory reporting calendars and compliance deadlines.Assist with accreditation, licensing, regulatory reviews, audits, and inspections.Administrative OperationsGreet visitors, families, contractors, vendors, and other guests in a professional and welcoming manner.Manage office correspondence and administrative communications.Coordinate mail distribution.Maintain administrative copies of contracts, agreements, and memoranda of understanding.Coordinate insurance policies, renewals, and certificates of insurance.Maintain office supply inventories.Coordinate office equipment maintenance and service requests.Coordinate incoming and outgoing deliveries and packages.Assist with vendor correspondence and administrative documentation.Schedule meetings and coordinate meeting logistics.Prepare routine organizational correspondence.Maintain organizational forms and templates.Coordinate electronic signature processes.Coordinate established administrative workflows.Maintain administrative SOPs.Maintain organizational administrative calendars and recurring operational deadlines.
Answer, screen, and direct incoming telephone calls.Receive, route, and respond appropriately to general inquiries.Coordinate visitor sign-in procedures and maintain visitor records as required.Assist visitors with administrative needs and direct them to appropriate staff.Maintain a welcoming, organized, and professional reception area.Admissions & Referral CoordinationReceive and organize referral information.Prepare referral packets.Coordinate admissions documentation and logistics.Track required forms and signatures.Communicate with referring agencies and families regarding administrative documentation.Maintain admission records and admissions tracking systems.Information Systems AdministrationMaintain employee access and administrative user lists.Coordinate technology onboarding and offboarding.Maintain software licensing and administrative system records.Coordinate administrative user account requests.Coordinate software user permissions and periodic access reviews.Assist with implementation of new administrative software and information systems.Maintain administrative system documentation.Serve as the administrative liaison with technology vendors as assigned.Leadership & Organizational SupportPrepare routine reports, correspondence, and administrative documents.Assist with Board and committee meeting materials.Coordinate policy acknowledgements and organizational communications.Maintain organizational calendars, regulatory deadlines, administrative tracking systems, and recurring organizational schedules.Support organizational initiatives requiring administrative coordination.Administrative Systems ManagementReview, document, and continuously improve administrative workflows.Maintain organizational templates.Maintain administrative SOPs.Identify opportunities to improve administrative efficiency.Assist with implementation of new administrative processes and systems.Support continuous improvement of organizational administrative operations.Recommend administrative process improvements that enhance organizational efficiency, consistency, and service delivery.Organizational Knowledge ManagementMaintain organizational templates, forms, and administrative reference materials.Maintain administrative manuals and process documentation.Maintain organizational contact lists and administrative resource guides.Coordinate updates to administrative policies, procedures, and forms.Assist with succession planning through documentation of administrative processes and institutional knowledge.Records ManagementOrganize electronic and paper filing systems.Ensure records are maintained in accordance with Brookhaven's record retention policies.Protect confidential information.Maintain accurate administrative databases.Coordinate authorized records requests in accordance with Brookhaven policies and applicable laws.Other DutiesMaintain confidentiality of all personnel, student, financial, and organizational information.Comply with all Brookhaven policies regarding confidentiality, cybersecurity, HIPAA, FERPA, records management, and information security.Perform other administrative duties as assigned by the Executive Director.
