Conference Scheduler

Title: Conference Scheduler – Brooklyn Transitions FTR Program

Reports To: Conference Facilitator

Location: 503 5th Avenue, Brooklyn, NY 11215

Hours: 35 Hours/Week; Non-Exempt

Salary: $40,000 - $45,000

Job Summary: The Conference Scheduler performs and coordinates all administrative duties related to family team conferences involving families enrolled in Brooklyn prevention programs, along with front desk administrative duties to support the overall program operation. The Conference Scheduler works closely with the Conference Facilitator to ensure that timely conferences are conducted with professionalism and effectiveness to meet all program and Administration for Children’s Services (ACS) mandates.

Major Duties:

• Submit monthly tracking list of all conferences due to the Conference Facilitator and program Supervisors.
• Complete and submit required documents to ACS to request and schedule conferences.
• Reserve space for each conference and prepare the space with needed materials in advance of each conference.
• Ensure that timely notification is sent to all conference participants and identified supportive individuals in advance of each conference.
• Assist Case Workers and Social Workers with reminder calls to conference participants and identified supportive individuals.
• Submit accurate and timely documentation of all contacts and correspondences related to conferencing activity into Connections and PROMIS databases to ensure program is credited with activity.
• Greet and welcome visitors and participants to the program site while covering reception area.
• Notify staff of visitors and participants arriving for appointments.
• Answer and direct phone calls while covering the reception area.
• Distribute petty cash and Metro cards to staff and participants as directed.
• Ensure that the reception area is a safe and welcoming space.
• Attend and participate in program staff meetings, as well as related agency and external trainings as appropriate.
• Perform other duties as assigned.

Qualities Sought:

• Works to create and support a respectful and collegial environment.
• Handles administrative and clerical tasks with professionalism and competence, ensuring the success and effectiveness of the program at large.
• Creates, embodies, and supports a learning environment, regularly participating in training and professional development to expand skills.
• Offers and receives feedback and suggestions in a strength-based and constructive manner.
• Dedicated to being a team player and active contributor to achieve the vision and mission of the program and agency.

Qualifications:

• HS. diploma and currently enrolled to acquire Bachelor’s degree preferred
• Bilingual in English/Spanish Required
• Proficiency in Microsoft Office (Outlook, Excel, and Word) required
• At least one-year experience as an Administrative Assistant
• Familiarity with Connections and PROMIS databases a plus
• Must have excellent verbal and written communication skills
• Ability to pro-actively resolve problems
• Solid teamwork skills
• Excellent organizational skills with close attention to detail
• Must have the commitment to work from a strength based, youth and family development, and trauma-informed perspective