Position Summary:
The Administrative Coordinator is responsible for the day-to-day management and reliability of core operational systems at Sage Healthcare and the BRM Resource Center. This role owns scheduling coordination for volunteers, university faculty, and students; student logistics for clinical placements; compliance tracking; and administrative workflows to ensure consistent, efficient clinic operations.
Working closely with the Director, this position reduces operational burden by independently maintaining systems, identifying workflow gaps, and ensuring follow-through on critical tasks. The role is strictly non-clinical and focused on coordination, execution, and operational stability rather than patient care.
This position requires a highly organized, proactive individual who can manage multiple workflows, track details accurately, and maintain accountability without continuous direction in a fast-paced, mission-driven environment.
Key Responsibilities:
Clinic Operations & Flow
- Maintain operational readiness of clinic environment, including room setup, forms, and supplies as needed
- Coordinate daily clinic flow logistics (room availability, activity sequencing, front desk alignment)
- Own front desk workflow consistency during clinic sessions, ensuring smooth intake and communication
- Identify workflow gaps or inefficiencies and implement or escalate solutions
Administrative & Coordination
- Provide backup support for phone and voicemail workflow, ensuring continuity of response and message routing during gaps or high-volume periods
- Own appointment scheduling and calendar accuracy across systems
- Maintain EMR organization, including scanning, filing, and record accuracy
- Track and manage inventory systems, ensuring supplies are stocked and organized
Compliance & Documentation
- Own credentialing and documentation tracking system for staff and students
- Maintain audit-ready records at all times, including onboarding and required documentation
- Proactively track expirations and missing items, ensuring timely completion
- Escalate only when decision-level input is required
Student & Academic Coordination
- Own all student coordination, including scheduling, onboarding, and required documentation
- Maintain accurate tracking of student hours and placement records
Collaboration Healthcare Corp Dba Sage Healthcare 725 Park Ave Bridgeport CT 06605 www.shcare.com
- Serve as primary liaison for university communication (logistics only, non-clinical)
- Integrate student workflows into clinic operations to ensure minimal disruption and clear structure
Front Desk & Resource Coordination
- Maintain front desk operations during peak hours, ensuring consistent intake and communication flow
- Manage visitor intake, direction to services, and general inquiries
- Monitor guest flow and communicate operational updates across departments
- Coordinate distribution of materials and basic resource needs
Scheduling & Workforce Coordination (Sling)
- Own and maintain all clinic schedules in Sling for providers, volunteers, and students
- Build and manage weekly schedules based on availability and clinic needs
- Identify coverage gaps, conflicts, or shortages and escalate only when decision-level input is required
- Send schedule updates, reminders, and communications through Sling
- Track attendance and follow up on missed or incomplete shifts
Targeted Data Tracking
- Maintain accurate daily tracking of “Know Your Numbers” (KYN) and foot care visits
- Ensure all entries are complete, consistent, and up to date
- Identify and resolve missing or unclear entries
- Provide simple weekly counts and summaries to leadership
Program & Workflow Support
- Manage scheduling and logistics for wellness programs and classes
- Support implementation of operational workflows and improvements
- Provide cross-coverage during high-volume clinic times as needed
Qualifications
- High school diploma or equivalent required
- Experience in healthcare operations, administration, or coordination preferred
- Strong organizational and task management skills with attention to detail
- Ability to manage multiple workflows and track deadlines reliably
- Comfortable with EMR systems, spreadsheets, and basic reporting tools
- Experience in nonprofit, healthcare, or social service settings preferred
- Bilingual in Spanish/English preferred
- Strong communication, problem-solving, and teamwork skills
- Commitment to BRM’s mission and a respectful, service-oriented environment