Coordinator, Support Services - Caguas

At the American Cancer Society, we're working to end cancer as we know it, for everyone. Our employees and 1.3 million volunteers are raising the bar every single day. We are a culture comprised of diverse backgrounds and experience, to better serve our communities. 

The people who work at the American Cancer Society focus their diverse talents on our lifesaving mission. It is a calling. And the people who answer it are fulfilled.

The Support Services Coordinator role will be responsible for carrying out activities to ensure the Unit office is open and staffed to serve customers in their respective communities, as well as carrying out activities to support a portfolio of events. and community accounts. This Personnel will provide support services to their assigned manager and office staff if requested. Responsibilities include, but are not limited to, mail management, general office operations, office volunteer management, donation/revenue processing, general event support, event materials (product support), document management, entry of data, standard reports and guidance for an office team. support staff.

Direct work in the patient area including effective guidance on programs and services and processes of direct help to patients as well as payment processes.

Pay rate: $13.28/hr

ESSENTIAL FUNCTIONS:

• Provide office supply management, to include ordering, inventory, order receipt, and expenses.
• Provide general office operational support, coordinate utilization of office space (i.e. workstations/offices) and equipment (phones/PC), manage internal/external storage facilities, maintain and manage fixed asset inventory ( (e.g., photocopiers, mail meters, laptops). , wireless cards, LCD players, walkie-talkies, credit card machines, etc.)
• Process payment of patients' financial aid, expenses and invoices related to events and accounts, point of contact for audiovisual equipment, meeting rooms conferences, office meetings and trainings (drinks, food, room preparation, supplies)
• Supervise office volunteer management, help recruit, direct, maintain data and support recognition efforts.
• Supervise mail management, coordinate the receipt and distribution of letters, packages, correspondence, sort mail, process all office bulk mail shipments and maintain postage due and meter postage accounts
• Concur Process, marketplace for direct patient assistance, office-related bills and expenses, point of contact for audiovisual equipment, conference rooms, office meetings and training (drinks, food, room preparation, supplies)
• Supervise front desk and reception duties, receive incoming calls, provide assistance to callers; Greet visitors and provide assistance, ensure office is covered during business hours, assist virtual and walk-in patients with mission needs including all programs and services.
• Provide support for Salesforce service requests, handle and manage as assigned, reassign appropriate staff member as required.
• Maintains files and records up to date, manages and maintains all appropriate municipal and state office permits and requirements, visible and organized, and prepares reports as necessary. Keeps payments reviewed and up to date with all corresponding payments
• to assigned office
• Maintains materials display areas in field offices as dictated by published materials display recommendations. Supervise the control of educational material and ensure that everything used is properly documented as an educational activity in the office through sales force.
• Manages the supervisor's daily and long-term schedule (schedules appointments, schedules interviews, etc.).
• Provides timely and accurate data entry, reports, documents, correspondence and security. required signatures as needed and file maintenance.
• Receives and analyzes incoming correspondence, reports and telephone calls.
• Direct responsibility for providing the administrative support necessary to achieve the organization's goals and objectives.
• Manages multiple projects as assigned by supervisor.
• Create materials related to events/accounts, always approved by the communications department and aligned with their recommendations,
• including, but not limited to, invitations, RSVP flyers, posters, letters, programs, certificates and name tags.
• Provide material support for events/accounts; ensure proper accounting; order event-related supplies (awards, brochures, apparel, invitations, promotional products, luminaries, incentive prizes, team captain packets, and sponsor packets)
• Prepare correspondence and mailings for events/accounts, meeting invitations; manage RSVPs; maintain contact lists.
• Provide general support for events: maintain locations, dates and times for events with participant registration, insurance process (insurance certificates) and event-related inquiries (phone, walk-in and virtual), auction process (coordination of auction items, volunteer training). , payment, etc.)
• Supporting data entry to include income, expenses, sponsorship, committees, sponsors, survivors, post-event data, etc. in Salesforce, QuickBooks, Online (website).
• Maintain and update records of committees, sponsors, survivors, etc., ensure post-event data has been entered into Salesforce accurately by deadline.
• Salesforce accurately before the deadline.
• Provides support on the day of the event as approved and within policy to include check-in, check-out, set-up and tear-down of equipment (computers, printers, etc.), and on-site donation processing.
•  Obtains reports to support events/accounts, reviews report as needed, tracks data quality or content concerns; collect and summarize data to meet specific event needs. •Manage specific data (i.e. registrations, donations, previous year information, inactive participants, team leader reports, NetSuite, P2P, etc.).
• Supervises all donation processing and management of cash received in the office in accordance with cash handling procedures to include incomplete memorials, batch headers, bank deposits, event donations, SBD incidents, income or expense adjustments; act as point of contact for financial deposits, assist with queries related to revenue processing. (Cash registers and ATH Mobile)
• Create bank night kits: batch forms, accounting packages, bank bags and revenue processing materials, night deposit keys.
• Act as point of contact for financial deposits, assist staff with queries related to revenue processing, create and maintain accounting bins/banks. Boxes for all income staff.
• Secure deposit of keys at night for event. Work the Petty cash of the office as assigned and know how to request refunds to AC under the policy established by Market Place
   

EXPERIENCE/QUALIFICATIONS: (

• Minimum Degree Required: Choose an item.
• Preferred Degree: Associate Degree
• Years of experience: 0-3 years of office or event support experience.

KNOWLEDGE, SKILLS, AND ABILITY:

• Strong collaborative leadership skills, coaching and developing diverse staff.
• Demonstrated problem-solving skills.
• Self-motivated/self-motivated, able to work with very little direct supervision or directions.
• Strong focus on customer service.
• Excellent interpersonal and verbal and written communication skills.
• Strong computer skills; Strong skills in word processing, database management and spreadsheets.
• Able to work successfully in a diverse team environment.
• Ability to respond to changing circumstances and priorities in a focused and timely manner.
• Ability to interpret, adapt and apply guidelines and procedures.
• Able to cultivate relationships across a diverse population of community leaders and volunteers.
• Excellent interpersonal and verbal and written communication skills.
• Strong computer skills; Strong skills in word processing, database management and spreadsheets.

TRAVEL REQUIREMENTS:

• Limited travel, including evening and weekend work required.

PHYSICAL REQUIREMENTS:

• Ability to lift 30lbs.

ACS provides staff a generous paid time off policy; medical, dental, retirement benefits, wellness programs, and professional development programs to enhance staff skills. Further details on our benefits can be found on our careers site at: jobs.cancer.org/benefits. We are a proud equal opportunity employer.