The Ombudsman Coordinator is People Inc.’s designated staff member manage communication flow for ombudsmen volunteers, program staff, and the director of ombudsman program. The staff member takes the lead on event coordination for promotion activities, volunteer recruitment activities, volunteer certification training, volunteer in-service training, and the annual volunteer recognition event and mailings. Keeps official records and executes administrative policies determined by or in conjunction with agency officials and state office specifications. Establishes and maintains systems, ensuring accurate data and generating reports. Confidentiality strictly maintained concerning agency, volunteer, and client related information.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

• Manages the flow of phone and email inquiries; provides messages to director, program staff, partners, and volunteers.
• Explains program to general public, residents in facilities, family, facility staff, and community collaborators in a tactful manner while securing and relaying necessary information, providing initial consultation, and referral.
• Interacts with volunteers to provide support, materials, and guidance by phone, email, and in person.
• Schedules and organizes tabling events that benefit program recruitment of volunteers.
• Organizes mailings to volunteers, facilities, and legislators.
• Coordinates materials and catering for volunteer certification and in-service trainings.
• Plans and executes the annual volunteer recognition event.
• Works with Marketing to establish materials for the purpose of program promotion, recruitment, and recognition events.
• Schedules appointments in an accurate and current calendar confirming all details.
• Interfaces with agency departments, tracking orders and communications pertaining to marketing and training.
• Provides facility visits for program as necessary with certification from New York Office of the State Long Term Care Ombudsman Program
• Responsible for taking minutes at various meetings and in-services when requested.
• Effective and timely post meeting coordination.
• Routinely attends and contributes to departmental staff meetings.
• Sorts and processes incoming and outgoing mail with minimal delay in an effective and appropriate manner.
• Utilizes agency standard software for processing correspondence, agendas, reports, minutes, forms, drafts and other materials in an accurate and timely manner, using professional and appropriate formats.
• Provides ongoing database maintenance utilizing specialized software systems, entering and tracking data, creating reports as required.
• Files in an efficient and organized manner, ensuring proper security and adequate access.
• Provides back up and assistance to department support staff in an effective manner.
• Practices open communication and supports harmony within the department.
• Complies with all agency policy and procedures.
• Self-starter attitude and approach working well with a team and autonomously on various duties as assigned.

MINIMUM QUALIFICATIONS:

• Associates degree in appropriate area and 5 years experience in an office setting or a Bachelor’s degree in appropriate area and two years experience in an office setting or equivalent combination of education and experience.
• Ability to handle multiple tasks and prioritize effectively.
• Ability and willingness to work with executive and program staff, and volunteers as well as external parties.
• Ability to exercise discretion, tack and confidentiality.
• Ability to remain calm and courteous while handling difficult phone conversations regarding personal situations related to long term care.
• Proficient in Excel, Word, Outlook, PowerPoint, Publisher with the ability to learn data systems quickly.

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