Administrative Coordinator

HealthRIGHT 360 gives hope, builds health, and changes lives for people in need by providing comprehensive, integrated, compassionate care that includes primary medical care, mental health services, and substance use disorder treatment.

Benefits and perks:

• HR360 offers a robust benefits package, including PTO, 15 paid holidays, commuter benefits, retirement plans, and more!
• Employees qualify for public loan forgiveness programs
• Training and professional development opportunities
• Work with mission driven, compassionate colleagues and make a difference every day in the work that you do.

Job Overview

This is a union position.

The HealthRIGHT 360 Mind OC Adult Residential Substance Use Disorder Treatment Program is located on the Be Well Orange County campus, which brings together mental health care services uniting public, private, academic, and faith-based organizations in a cooperative partnership that helps facilitate communication, bridge gaps and eliminate barriers to care. The result is a more compassionate system of care that works better for everyone in the community. 

The 24/7/365 residential substance use disorder (SUD) treatment program provides 3.1, 3.3, and 3.5 ASAM levels of care for males and females, as well as 3.2 withdrawal management.  There are 15 beds allocated for 3.1/3.5, 15 beds for 3.3 and 12 beds for 3.2, for a total of 42 beds.   

The Administrative Coordinator is responsible for providing general administrative and clerical support to the Residential Tx Program, including but not limited to electronic health record data entry, word processing, answering phones, checking messages, greeting clients, handling general inquiries, distributing mail, etc.  This position requires an ability to maintain strict confidentiality and handle information with excellent customer services skills, tact and diplomacy. As per the contract, all staff must be fully vaccinated against COVID-19 and have the most recent booster. 

Key Responsibilities

• Provides general office administrative and secretarial support including but not limited to electronic health record data entry, word processing, answering telephones, checking messages, greeting clients and visitors with courtesy and respect, handling general inquiries, distributing mail, faxing, copying, etc. 
• Works closely with the treatment staff and Program Management to provide clerical support as needed. 
• Develops, transcribes, and distributes monthly minutes, reports, and/or general information as needed. 
• Providing client support in the milieu with directing client to the proper group, answering program related questions. 
• Managing client attendance and program verification sheets, and helps assist with group and client scheduling. 
• Works as part of an integrated, multi-disciplinary team. 
• Arranges/assists/sets-up/attends meetings, trainings, conferences, for staff. 
• Maintains general office area and office/kitchen/IT supplies inventory and orders. 
• Coordinates facility and maintenance issues with the help of other agency departments. 
• Provides data entry in electronic database systems including but not limited to participant data, billing, and reports. 
• Assists in maintaining confidential files in both physical and electronic forms in accordance with guidelines established by HealthRIGHT 360 to satisfy internal and external evaluating requirements. 
• Enter all client’s into their assigned groups in the Welligent EHR system. 
• Assist with updating existing excel documents including group schedule. 
• Update HealthRIGHT Scheduling Software with new clients and client exits. 
• Run reports in the Welligent EHR system and organize the information into easy to read excel documents. 
• Create excel systems of tracking large projects and implement checks and balances including regular reminders. 
• Work independently on all tasks and the drive to carry the tasks through to completion. 
• Complete other various projects and tasks as assigned by direct supervisor. 
• Assists management with the reconciliation of data. 

Administrative Responsibilities: Provides general office administrative and secretarial support including but not limited to electronic health record data entry, word processing, answering telephones, checking messages, greeting clients and visitors with courtesy and respect, handling general inquiries, distributing mail, faxing, copying, etc.; Works closely with the Outpatient and other administrative team; Develops, transcribes, and distributes monthly minutes, reports, and/or general information as needed. 

Facility Responsibilities: Arranges/assists/sets-up/attends meetings, trainings, conferences, etc. as required; Maintains general office area and office/kitchen/IT supplies inventory; Coordinates facility and maintenance issues with the help of our outpatient team. 

Data and Compliance Responsibilities: Provides data entry in electronic database systems including but not limited to client data, billing and reports; Assists in maintaining confidential files in both physical and electronic forms; Assists management with reconciliation of data.

Education and Knowledge, Skills and Abilities

Education and Experience Required:

• Associate’s degree in Business Administration or equivalent experience.
• Desired: Demonstrated administrative and secretarial skills with one year of general office work experience preferred. Experience with electronic health records. 

Background Clearance Required: 

• Must be able to pass live scan fingerprinting.
• Must not be on active parole or probation.  

Other Requirements:

• Must be fully vaccinated against COVID-19, including booster shots; there are no medical or religious exemptions available for this position.
• First Aid certified within 30 days of employment.
• CPR certified within 30 days of employment. 
• Must be able to pass TB test upon hire and annually.
• Must be bilingual in English and Spanish. 

Knowledge Required: 

• Culturally competent and able to work with a diverse population.
• Strong proficiency with Microsoft Office applications, specifically Word Outlook and internet applications.