This position offers an opportunity to work in a compassionate environment, supporting individuals with developmental disabilities while contributing to the center’s operational excellence.

The Front Desk Coordinator encompasses two primary responsibilities: medication oversight and front desk management. This role is a vital part of the WAE Center team, ensuring the seamless operation of the front desk and supporting the organization’s overall functionality.

Although the position involves collaboration within a team, the ideal candidate should demonstrate the ability to work independently with a proactive and forward-thinking mindset.

This role requires exceptional organizational skills, attention to detail, and the ability to foster a positive, solution-oriented environment while ensuring compliance and operational efficiency.

Qualifications

• Demonstrated experience in medication administration, ensuring strict compliance with DDD (Division of Developmental Disabilities) and WAE Center regulations.
• Proficient in interpreting prescriptions, managing expired medications, and maintaining an organized, proactive medication oversight system.
• Proven experience managing reception duties and delivering exceptional customer service.
• Skilled in Microsoft Word, Excel, and Outlook, with the ability to navigate other office software and equipment as needed.
• Core Competencies
  • Demonstrates empathy and patience, with a strong commitment to empowering adults with developmental disabilities.
  • Ability to build and maintain effective working relationships with families and guardians of program participants.
  • Possesses excellent attention to detail and exceptional organizational abilities.
  • Capable of collaborating effectively with cross-departmental teams to accomplish program objectives.
  • Highly adaptable, with the ability to prioritize tasks effectively in a dynamic, fast-paced environment.
  • Problem-solving skills to assist members and address their needs effectively.

Key Responsibilities

• Medication Oversight
  • Manage and maintain the Medication Binder in full compliance with DDD and WAE Center protocols.
  • Administer medications and provide first aid as required, including both scheduled and PRN medications.
  • Ensure emergency medication files are accurate and up-to-date while monitoring prescription storage, availability, and expiration dates.

• Administrative Support
  • Manage the reception desk by greeting visitors, conducting screenings as needed, recording attendance, and answering phone calls.
  • Handle incoming mail, packages, and deliveries, directing them appropriately.
  • Assist in daily data entry, including attendance, class notes, and incident reports, and follow up on corrections as needed.
  • Maintain office supply inventory and notify supervisors of replenishment needs.

• Member Engagement
  • Establish a friendly and respectful rapport with members, families, caregivers, and staff.
  • Assist members with their needs and provide daily outreach to absent members.
  • Independently address minor member issues and escalate concerns to appropriate staff.

• Compliance and Inspections
  • Accountable for DDD & WAE Center medication compliance standards.
  • Maintain informal UIR records and ensure compliance with all JSDD, State of NJ, and Department of Human Services regulations.
  • Cooperate with inspections, audits, and investigations as required.

• Team Collaboration
  
  • Check in daily with supervisors to maintain open communication.
  • Notify the Management Team of any discrepancies or concerns.
  • Perform additional tasks as delegated by the WAE Management Team.

Job Type: Part-time.

Pay: $20.00 per hour.

Expected hours: 30-35 per week. (Monday – Friday) 8:30 am – 2:30/3:30 pm.

Reports to: WAE Management Team