The Role
Reviews and assigns service applications, coordinates consultations and meetings, supports applicants and school representatives, manages scheduling systems and paperwork, assists with data collection and reporting, and provides front desk, reception, supply, and administrative support. The role requires professional communication, organization, collaboration with multidisciplinary teams, cultural humility, and knowledge of community resources and social services.
Summary Generated by Built In
POSITION TITLE: NJ4S Scheduling Coordinator
REPORTS TO: NJ4S Supervising Scheduling Coordinator
BROAD FUNCTION: Supports NJ4S program by reviewing and assigning applications for services.
I. CORE VALUES:
II. PROFESSIONALISM:
SPECIFICATIONS:
Education & Experience: Associate’s degree with two years’ experience in scheduling and office management in community-based services/social services setting. Additional education and related experience are preferred, such as a Bachelor’s degree in a Human Services related field, and experience in the provision of prevention-related programs. Applicants who do not possess the required education may substitute additional experience as indicated on a year-for-year basis with thirty (30) semester hour credits being equal to one (1) year of experience. A valid New Jersey driver’s license, safe driving record, and vehicle availability are required.
Vacation & Benefits:
REPORTS TO: NJ4S Supervising Scheduling Coordinator
BROAD FUNCTION: Supports NJ4S program by reviewing and assigning applications for services.
I. CORE VALUES:
- Demonstrates awareness of biases, internalized racial superiority and oppression. Leads with a racial equity lens and actively uses the racial equity tool in meaningful ways.
- Contributes to valuable and positive cultural humility transformation in individuals, organizations, and social systems to actively progress across the antiracist multicultural institution continuum.
- Demonstrates cultural humility through an awareness of and sensitivity towards Agency’s clients’ and coworkers’ cultural and socioeconomic characteristics.
- Committed to the value of a nurturing family as the ideal environment for a child and believes in the capacity of people to grow and change.
- Works from a strengths-based perspective.
- Recognizes that consumers come first and responds to consumers appropriately.
- Knows and adheres to all FC Policies and Procedures.
II. PROFESSIONALISM:
- Values and participates in the Team as a proactive member.
- Respects others’ professional opinions and tolerates a range of feelings.
- Able to give and receive constructive criticism.
- Attends supervision consistently and comes prepared.
- Able to receive feedback and to learn from it.
- Has insight about self (i.e., strengths and weaknesses) and utilizes that knowledge toward growth and change.
- Review applications from queue based on the school district needs level, type of participants, and desired service.
- Follow up with school representative as required.
- Assign application to Prevention Consultant and/or Clinician.
- Schedule and confirm consultation between Prevention Consultant and/or Clinician and school representative using NJ4S system, Salesforce.
- Answers general and new participant inquiries.
- Communicates with potential applicants, supporting them with the scheduling and application process.
- Facilitates the paperwork process with potential applicants.
- Coordinates inquiries with the NJ4S Supervising Scheduling Coordinator to ensure tiered services are provided accordingly.
- Assists with scheduling and hosting NJ4S Community Advisory Board meetings.
- Assists with data collection and reporting as required by DCF.
- Coordinates and schedules NJ4S staff meetings.
- Maintains and orders office supplies for program.
- Participates in training as required.
- Provide front desk support for 7 Glenwood Suite 101 and Suite 304, providing excellent customer service, at all times.
- Manage all inquiries in a professional and courteous manner, in person on the telephone or via email.
- Greet, assist and/direct visitors.
- Ensure that the reception area and waiting room represent clean, safe and professional Agency standards for clients and staff.
- Confirm receipt and inform staff regarding packages that arrive at the front desk.
- Perform other duties as assigned by the NJ4S Supervising Scheduling Coordinator.
SPECIFICATIONS:
Education & Experience: Associate’s degree with two years’ experience in scheduling and office management in community-based services/social services setting. Additional education and related experience are preferred, such as a Bachelor’s degree in a Human Services related field, and experience in the provision of prevention-related programs. Applicants who do not possess the required education may substitute additional experience as indicated on a year-for-year basis with thirty (30) semester hour credits being equal to one (1) year of experience. A valid New Jersey driver’s license, safe driving record, and vehicle availability are required.
- Knowledge: Knowledge of community resources, social services, and mental health systems.
- Skills and Abilities: Ability to identify problems/challenges and to consider potential solutions independently. Ability to use data to promote continuous quality improvement. Excellent time management and organizational
- skills. Ability to supervise staff regarding trauma-informed interventions. Ability to work with individuals from diverse backgrounds. Ability to work professionally and collaboratively on a multi-disciplinary team.
- Professional Characteristics: Leadership capabilities: Ability to empower others while being personally accountable; Ability to delegate responsibility while holding staff accountable for their decisions, actions, and results. Inspires and motivates staff. Flexible, fair, and caring, without sacrificing accountability. An advocate for consumers. Excellent listener and communicator (verbal and written) Ability to build respect, trust, and consensus. An imaginative and collaborative problem solver. Ability to work with people who have varying perspectives on issues. Proven track record in program management and collaboration.
Vacation & Benefits:
- Vacation: As a full-time employee working generally 35 hours per week, you will be eligible to participate in the Family Connections group benefit plans. Benefits include medical, dental, life insurance, long term disability, retirement plans, and additional supplementary benefits. Yes, you can elect to not enroll into these benefits. You will also be eligible to accrue vacation, personal, and sick days in addition to 12 paid holidays, and summer wellness Fridays.
- Benefits also include professional development assistance, referral program, internal/external trainings, Capella University partnership, 403b retirement plan with employer matching (3% max) (you can enroll in your 403b without a waiting period) , employer-paid life insurance, employer paid Long-term Disability (LTD) insurance, employer paid Accidental Death & Dismemberment (AD&D) insurance, etc.
- Work Environment/Physical Demands: The individual must possess the ability to perform work that requires frequent standing, bending, reaching, squatting, kneeling, moving, and lifting of up to or in excess of 50 pounds.
Skills Required
- Associate's degree
- Two years of experience in scheduling and office management in a community-based services or social services setting
- Valid New Jersey driver's license
- Safe driving record
- Vehicle availability
- Knowledge of community resources, social services, and mental health systems
- Ability to identify problems and consider solutions independently
- Data use for continuous quality improvement
- Excellent time management and organizational skills
- Ability to work with individuals from diverse backgrounds
- Professional and collaborative multidisciplinary teamwork
- Excellent verbal and written communication skills
- Experience with Microsoft Excel and/or Salesforce
- Bachelor's degree in a Human Services-related field
- Experience providing prevention-related programs
- Ability to supervise staff regarding trauma-informed interventions
- Proven track record in program management and collaboration
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The Company
What We Do
Family Connections is a New Jersey nonprofit offering family-centered programs that prevent and address trauma, mental illness, addiction, domestic violence and child abuse. It provides education, counseling, early-childhood and family-support services across multiple programs, measuring outcomes and serving thousands annually to strengthen family functioning, safety and long-term stability.
