Administrator Coordinator

$44,554 - $44,554/Yr

New School For Child Development - Culver City, CA

Full-time - Entry Level

Culver City, CA

Ambulatory Health Care Services

About the position

The Administrator Coordinator at The Help Group plays a crucial role in supporting the Outpatient Department by managing various administrative tasks, ensuring compliance with accreditation standards, and facilitating communication between departments. This position is integral to maintaining efficient operations and providing outstanding customer service to clients and staff alike.

Responsibilities

• Provide direct support in the management of the Outpatient Department by working closely with Administration.
• Coordinate services between accounting, billing operations, and QA.
• Oversee Agency's compliance with accreditation standards (CARF) and compliance with and distribution of DMH surveys.
• Track and coordinate the use of all Agency office space, computers, phones, and cell phones.
• Coordinate scheduling of office spaces including conference rooms.
• Maintain and keep accurate records of all business licenses, BBS documentation, permits, and all other corporate documentation.
• Oversee all daily operations of the outpatient office to ensure outstanding customer service.
• Check in clients upon arrival, notify psychiatrist, clinician or staff of client's arrival, and provide information to client/caregiver when needed.
• Manage all incoming calls and relay all messages to appropriate parties.
• Maintain office area and meeting rooms, purchase office supplies/furniture and clinical supplies, and oversee maintenance of office equipment.
• Monitor and distribute petty cash.
• Design and implement tracking systems utilizing Excel for client intake, annuals, and discharge data.
• Maintain caseload and productivity data for all outpatient programs, including notification of assignments and updating the quality assurance tracker (QAT).
• Notify clinicians when documentation is due: annuals, PEI outcomes, CANS/PSC outcomes.
• Ensure the updates and distribution of phone lists and communicate staff changes to HR and Payroll.
• Perform clerical tasks, including typing, filing, data entry, and creating/translating documents in grammatically correct Spanish.
• Assist with Psychiatry: schedule/cancel appointments, assist with appointments, and provide translation services.
• Notify others of any security or maintenance issues to maintain a safe work environment.

Requirements

• Bachelor's Degree in business administration, human resources, financial management, or behavioral sciences.
• 2 - 5 years of business experience in administration services, executive assistant roles, project planning & management, scheduling, or related program coordination and support.
• Strong written, verbal, and interpersonal skills.
• High degree of professionalism, initiative, and integrity.
• Bilingual Spanish required.

Benefits

• Dental insurance
• Flexible spending account
• Employee assistance program
• Vision insurance
• 403(b)
• Life insurance
• Pet insurance