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Program Administrative Coordinator

Full Time

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The Program Administrative Coordinator supports the Administrative Operations Director and the operations of the company and provides administrative support and compliance monitoring for program services. The Program Administrative Coordinator works under the supervision of the Administrative Operations Director.


  • Know and respond to PQ philosophy, policies, procedures, and Sustainable Growth model
  • Administrative duties include:
    • Composes/types correspondence
    • Scanning and uploading protected health information following HIPAA requirements
    • Monitors secure faxes, sends and delivers faxes
    • Tracking community service hours and producing reports
    • Answer/screens telephone calls, arranges conference calls as needed
    • Provides high quality, responsive customer service
    • Prepares outgoing mail and correspondence, including email and faxes
  • Provide administrative support to all departments
  • Supports Administrative Operations Director with the EMR (electronic medical record) auditing including weekly audits
  • Facilitate the completion of Student Surveys as directed by the Alumni and Family Services Liaison
  • Supports Administrative Operations Director with Neuro/Psychological Testing process
  • Supports Administrative Operations Director and Administrative Department with Integrative Psychiatric appointment scheduling
  • Photo distribution as assigned
  • Facilitate student transition appts and student computer time monitoring
  • Prepares and sends standard records requests
  • Assists with Family Program set up and clean up
  • Attends supervision meetings with Administrative Operations Director
  • Utilizes supervision productively to enhance effectiveness


  • Additional duties as assigned


  • Works independently to make decisions that are in the best interest of company, team and clients
  • Identifies and resolves problems in a timely manner
  • Maintains confidentiality and professional boundaries; adheres to Company confidentiality policies
  • Ability to work independently
  • Completes tasks accurately and on time
  • Takes initiative, anticipates program needs whenever possible
  • Able to deal with frequent change, delays or unexpected events
  • Follows policies, procedures, instructions, responds to management direction
  • Prioritizes and plans work activities
  • Must demonstrate alignment with Pacific Quest Core Values: Purpose, Professionalism, Problem Solving, Productivity and Positivity


    • High school diploma with at least three years related experience and/or training
    • Well-developed computer skills, including proficiency in Google Docs, Google Drive/Calendars, internet
    • Ability to learn and master Best Notes and Aleva for purposes of administrative oversight, training, and template development
    • Valid driver’s license with clean record; maintain proper submissions of drivers abstract and/or personal auto insurance requirements; must have reliable transportation
    • Preferred age 21 years or older
  • Must pass thorough background checks
  • Drug screen clearance required
  • Pre-employment physical and 2-step TB clearance required
  • Alignment to Pacific Quest Core Values: (1) Purpose, (2) Professionalism, (3) Problem Solving, (4) Productivity and (5) Positivity
  • COVID-19 vaccination required


  • Monday – Friday
  • As determined by Manager


With or without reasonable accommodation, the physical and mental requirements of this job may include the following: seeing, hearing, speaking, and writing clearly. Continuous use of hands and arms, occasional stooping, kneeling, frequent sitting, standing and walking, may be required for long periods of time and may involve climbing stairs, walking up inclines and on uneven terrain. Additional physical requirements may include occasional lifting and or moving up to 25 pounds.