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Administrative Coordinator, Public Safety

Administrative Coordinator, Public Safety

Beacon Health SystemGranger, IN
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Summary

The Department of Public Safety Administrative Coordinator provides essential administrative and operational support to the public safety department, serving as a primary point of contact for a wide range of requests, questions, and logistical needs. This position requires excellent organizational skills, attention to detail, and the ability to problem-solve in a fast-paced, customer-focused environment.

MISSION, VALUES and SERVICE GOALS

  • MISSION :  We deliver outstanding care, inspire health, and connect with heart.
  • VALUES :  Trust. Respect. Integrity. Compassion.
  • SERVICE GOALS :  Personally connect. Keep everyone informed. Be on their team.

Customer Service & Front Desk Operations

  • Respond promptly and professionally to calls, emails, in-person drop-ins, and building inquiries.
  • Manage DSX monthly access changes and troubleshoot or resolve issues related to new and replacement access card requests, with approximately 50% of requests requiring problem-solving.
  • Process new access requests, manage access changes for terminations, and address miscellaneous access-related questions.
  • Facilitate photos and new card pick-ups and old card drop-offs.
  • Manage system access cards, including ordering, assigning, and distributing cards to appropriate entities, tracking card numbers, and maintaining accurate records within the access control system.
  • Run badge history report requests for various department leaders.

    • Parking Administration

  • Process parking sticker, paid parking, and temporary parking pass requests, including problem-solving as needed.
  • Handle paid parking cancellations and respond to miscellaneous parking questions and concerns, including reports of illegal parking.
  • Coordinate the after-hours distribution of parking passes.
  • Manage GA1 transfers for parking for outside entities.

    • Lost & Found (L&F) Management

  • Oversee the intake, organization, and maintenance of lost and found items, including closet and bin management.
  • Respond to L&F inquiries, coordinate drop-offs and pick-ups, and conduct follow-ups with property owners.

    • Document & Record Management

  • Process requests for copies of reports; fax or email reports to prosecutors and other stakeholders.
  • Scan documents to case files and assemble hard case files for future court hearings or trials.
  • Sort, organize, and distribute departmental mail.
  • Assist in managing video footage for non-law enforcement sensitive cases, ensuring proper handling and organization in accordance with departmental policies.
  • Manage and coordinate schedules and track officer attendance to ensure efficient daily operations and accurate record-keeping.
  • Manage LexisNexis requests.

    • Ordering & Inventory

  • Order and maintain inventory of uniforms, shirts, evidence packaging, officer equipment, and general office supplies.
  • Ensure adequate supply of forms, parking reminders, drug drop box bags, and other departmental materials.

    • Filing & Records Maintenance

  • Accurately file and maintain a wide range of departmental records, including : Vehicle inventory sheets Room logs and patient personal item forms Transport, weapons, and arrest reports Lost & found receipts and logs Parking and privacy packet logs Training records, meeting minutes, and rosters Receipts, deposit money, and access card transactions

    • Technology & Systems Support

  • Assist with basic troubleshooting of office equipment and departmental technology (e.g., printers, badge readers, access control systems), and coordinate with Beacon IS for more complex issues.
  • Maintain and update departmental report management system for tracking access, parking, equipment inventory, and other operational metrics.

    • Compliance & Policy Support

  • Ensure compliance with departmental policies and procedures related to privacy, security, and recordkeeping.
  • Assist with preparing documentation for internal or external audits as needed.

    • Communication & Coordination

  • Draft and distribute internal communications, announcements, or updates on behalf of department leadership.
  • Serve as a liaison between the Department of Public Safety and other departments or external agencies for administrative matters.
  • Coordinate and schedule department meetings, managing calendars for department leadership to ensure efficient coordination of appointments and events.

    • Event & Training Support

  • Coordinate logistics for departmental events, trainings, or orientations, including room reservations, materials preparation, and attendee tracking.
  • Maintain training records and assist with scheduling required certifications or continuing education for staff.

    • Continuous Improvement

  • Identify opportunities to streamline administrative processes and recommend improvements to enhance efficiency and service delivery.
  • Participate in departmental meetings and contribute to discussions on administrative best practices.

    • Other Administrative Duties

  • Assist with environmental care rounding follow-ups.
  • Prepare and process various departmental forms (e.g., trespass notices, time exchange, parking waivers).
  • Support officers and department staff with administrative and logistical needs.

    • ORGANIZATIONAL RESPONSIBILITIES

    Associate complies with the following organizational requirements :

  • Attends and participates in department meetings and is accountable for all information shared.
  • Completes mandatory education, annual competencies and department specific education within established timeframes.
  • Completes annual employee health requirements within established timeframes.
  • Maintains license / certification, registration in good standing throughout fiscal year.
  • Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position / department.
  • Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
  • Adheres to regulatory agency requirements, survey process and compliance.
  • Complies with established organization and department policies.
  • Available to work overtime in addition to working additional or other shifts and schedules when required.

    • Commitment to Beacon's six-point Operating System, referred to as The Beacon Way :

  • Leverage innovation everywhere.
  • Cultivate human talent.
  • Embrace performance improvement.
  • Build greatness through accountability.
  • Use information to improve and advance.
  • Communicate clearly and continuously.

    • Education & Experience

  • The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of high school diploma; associate’s or bachelor’s degree preferred.
  • Prior administrative or office coordination experience, preferably in public safety, security, or a related field.
  • Strong communication and interpersonal skills; customer service orientation.
  • Excellent organizational and time management abilities; detail-oriented.
  • Proficient with office software (e.g., Microsoft Office Suite), email, and scanning / copying equipment.
  • Ability to handle sensitive or confidential information with discretion.
  • Problem-solving skills and the ability to adapt to changing priorities.
  • Experience with access control or security management systems preferred.
  • Familiarity with public records management or law enforcement databases (e.g., LexisNexis, Accurint) is a plus.
  • Ability to work independently and exercise sound judgment in handling sensitive situations.

    • Working Conditions

  • Works in an office environment.

    • Physical Demands

  • Requires the physical ability and stamina to perform the essential functions of the position.
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