Administrative Coordinator

The Help Group; Los Angeles (CA); On-site; USD 30,000 - 33,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

403b Retirement Plan

529 College Savings Plan

Employee Assistance Program

Flexible Spending Account

Vacation and Sick Leave

Pet Insurance

Job summary

The Help Group in Los Angeles is seeking a capable Office/Program Coordinator to support the Outpatient Department. You will monitor client flow, greet and check in clients, and assist psychiatrists with scheduling and EHR-related tasks.

Fluent Spanish is required, with strong communication and organizational skills. The role offers comprehensive benefits, and collaboration with multiple teams to ensure high-quality client care and compliance with CARF standards.

Qualifications

• Bachelor's Degree required in business administration, human resources, financial management or behavioral sciences.
• Minimum two years of business experience in administration services, executive assistant, project planning, scheduling or related program coordination.
• Strong verbal, written, and interpersonal skills.
• Professionalism, initiative, integrity, and ability to grow within the organization.

Responsibilities

• Client care coordination - monitor the entrance and exit of clients in the Outpatient Department and Reception; greet and check in clients; provide information as needed.
• Maintain confidentiality of clients.
• Manage all incoming calls and relay messages to appropriate parties.
• Assist Psychiatrists with adding services in EHR; appointment scheduling and support for medication services; translation for intakes and follow-ups.
• Assist with psychiatric documentation and data entry in the EHR.
• Support Office Manager in Outpatient Department coordination with QA and administration.
• Design and implement tracking systems and manage documentation/data.
• Coordinate with other offices and departments on projects and daily tasks.
• Assist in compliance with accreditation standards (CARF) and DMH surveys.
• Assist Intake with service letter templates and grievance protocols.

Skills

Bilingual in Spanish

Verbal and written communication

Organizational skills

Time management

Education

Bachelor's degree in business administration / human resources / financial management / behavioral sciences

Tools

Microsoft Office Suite

Job description

Salary Range: $22.94 - $24.94

If you are driven by a desire to make a meaningful difference in your community and shape brighter futures, Help Group is the organization for you! We're one of the largest nonprofits of our kind in the U.S., offering diverse programs for individuals and families affected by autism spectrum disorder, ADHD, developmental delays, abuse, mental health and social-emotional challenges. Since our founding in 1975, we've grown significantly, expanding our reach to meet the evolving needs of our community. Today, we offer unparalleled academic programs, mental health support, therapy, life coaching, vocational training, specialized social and residential programs, and resources for LGBTQ+ youth and families. These initiatives touch the lives of over 6,000 clients a year and continue to expand in reach and impact. At the heart of Help Group's mission is a steadfast commitment to empowering individuals to reach their full potential and live positive, productive, and fulfilling lives. We invite passionate professionals to join us in supporting the development of our students, clients, and residents as we grow! Here, you'll find not just a job, but an opportunity to grow your career in a deeply rewarding environment!

Come be part of a team dedicated to empowering adolescents, adults and families facing mental health, social and emotional challenges because everyone deserves a great future. Through strategic partnerships with governmental agencies and innovative programs like Outpatient Services (OP), Hopeful Beginnings and REACH we foster long‑term skills and support systems, enhancing the well‑being of individuals and families across all stages of life.

Position Details

• Full Time
• Location: Van Nuys

Key Responsibilities

• Client care coordination - monitor the entrance and exit of clients in the Outpatient Department and Reception; greeting and check in of clients; provide information, when needed.
• Maintain strict confidentiality of clients.
• Manage all incoming calls, including notifying therapist and other providers of client's arrival; relay all messages to appropriate parties.
• Assist Psychiatrists with adding services in EHR; appointment scheduling (including reminder calls), and support for medication services; translation services for psychiatric intakes and follow‑up appointments.
• Assist with psychiatric documentation, including information into EHR.
• Provide support to Office Manager in the management of the Outpatient Department by working closely with QA department and administration.
• Design and implement tracking systems, manage documentation, and data tracking/entry, as assigned.
• Assist Office Manager with coordination and interfacing with other offices, departments, and colleagues on special projects and day to day initiatives.
• Help Agency's compliance with accreditation standards (CARF).
• Assist in compliance with distribution of annual DMH consumer surveys.
• Assist Intake Department with service letter templates, grievance protocols.
• Help complete necessary tasks around the office, in the absence or unavailability of the Office Manager.
• Notify others of any security or maintenance issues to maintain a safe work environment.
• Conduct all functions in accordance with Agency guidelines, policies, and procedures.
• Other duties, as assigned.

Qualifications

• Bachelor's Degree in a discipline such as business administration, human resources, financial management or behavioral sciences is required.
• Minimum two years of business experience in roles such as administration services, executive assistant, project planning, and management, scheduling or related program coordination and support.
• Strong verbal, written, and interpersonal skills required, strong organizational and time management skills.
• Must have a high degree of professionalism, initiative, and integrity, be a motivated self-starter., and ability to grow within the organization.
• Ability to work with people of diverse cultural, educational, and socio‑economic, and linguistic backgrounds.
• Bilingual in Spanish is required.
• Translation experience preferred.
• Working knowledge of Microsoft Office Suite.

Benefits

Help Group offers wonderful training opportunities, a supportive, professional work environment, and great benefits, including:

• Insurance plans for Medical, Dental, Vision, and Life Insurance - options for 100% employer sponsored plans
• 403b Retirement Plan
• 529 College Savings Plan
• Employee Assistance Program
• Flexible Spending Account
• Vacation and Sick Leave
• Benefit Hub - Employee Rewards and Incentives
• Pet Insurance

Learn More About Our Community Programs Here

Outpatient Services

REACH

Hopeful Beginnings

www.helpgroup.org

The salary range represents the low and high end of the salary someone in this role may earn as an employee of Help Group. Salaries will vary based on various factors, including but not limited to, professional and academic experience, certification, training, responsibilities of the position, and other business and organizational needs. The range listed is just one component of our total compensation package for employees. Salary decisions are dependent on the circumstances of each hire. Help Group reserves the right to modify this pay range at any time. If your requirements fall outside of this range, you are still welcome to apply.

We are an equal opportunity employer that values diversity at all levels. All individuals, regardless of personal characteristics, are encouraged to apply.