Administrative Operations Coordinator

Administrative Operations CoordinatorThe Administrative Operations Coordinator provides high-level front and back-office support across multiple areas of the agency including HR, compliance, operations, and internal systems. This role is crucial to the daily functioning of the agency. You'll be the go-to person behind the scenes, partnering closely with the client services coordinator, leadership, our clients, and various departments.

This is a role for someone who loves to create structure, processes, and takes pride in making complex operations flow with ease.Key ResponsibilitiesGeneral Office AdministrationPerform clerical tasks: filing, scanning, data entry, photocopying, faxing.Maintain a clean and welcoming administrative and reception area.Take minutes at internal meetings and help manage agency communications.Human Resources & HiringMaintain BambooHR: Upload HR documentation, certifications, and training records.Track employee credentials and conduct monthly exclusion checks and license validations.Coordinate hiring logistics: schedule interviews, run background checks, gather onboarding documents, and conduct reference calls.Create ID badges and manage onboarding workflowsCompliance & DocumentationAssist in CARF accreditation prep, internal audits, and policy updates.Manage shared drives and internal documentation in Google Workspace.Ensure HIPAA-compliant email triage and digital storage practices.Conduct ongoing compliance tracking and documentation.Compile and process quality assurance surveys.Administrative & Operational SupportManage company calendars and schedule high-priority meetings for the clinical director and practice manager.Maintain accurate vendor directories and associate contact records.Order and track inventory, supplies, and manage reimbursement spreadsheets.Create and manage Google Sheets for expense tracking and reporting.Run operational reports (caseloads, billing, high balances, etc.)Cross Functional Role ResponsibilitiesYou will work in close relation to the Client Services Coordinator to:Create and maintain Internal referral processes.Conduct client registration, scheduling, and discharges.Pre-authorizations and insurance verification support.Respond to inquiries, answer phones, direct messages appropriately.Handle medical records with high confidentiality and legal awareness.Coordinate shared inboxes and streamline communication between departments.Other duties as assigned.Qualifications2+ years of experience in a behavioral health office or healthcare administrative setting required. High school diploma or equivalent required; Bachelor's degree preferred.Bonus: Education in healthcare administration, human resources, or psychology.Knowledge of medical terminology, HIPAA, and insurance billing basics.Strong computer skills: Apple/IOS computers, Google workspace, MS Office, Athena EHR.Strong understanding of healthcare/behavioral health compliance standards.Exceptional attention to detail, time management, and confidentiality.Ideal Candidate TraitsHighly organized and independent with excellent follow-through.Tech-comfortable, detail-oriented, and thrives on system optimization.Loves creating SOPs, refining workflows, and getting things done on time.Enjoys working in service of a mission and being the go-to for "how things work."BenefitsCompetitive hourly pay based on experience and qualifications.Health, dental, and vision insurance.Paid professional development and training opportunities.Engaged, diverse, and supportive team environment.Opportunities for internal advancement and cross-training.