Administrative Coordinator - Mental Health Community Services

Bay Cove Human Services; Boston (MA); On-site; USD 42,000 - 46,000; Full time

Job summary

Bay Cove Human Services is seeking an Administrative Coordinator to organize, coordinate, and monitor non-clinical operations for two ACCS teams under the ACCS Administrative and Operations Manager. You will triage calls, assist Persons and families in obtaining information, and support staff with schedules and office tasks in both the office and field.

The role is non-exempt and requires strong organizational and communication skills, proficiency in Windows and Google apps, and a willingness to

Qualifications

• Bachelor’s Degree required in psychology, social work, or related area.
• High School diploma/GED with 3 years direct care experience can substitute for the degree.
• Experience with mental health populations preferred.
• Strong communication and organization skills, attention to detail.

Responsibilities

• Greet persons and staff; triage calls and coordinate communication between receptionist and team.
• Prepare notes from meetings and distribute to the team; collect data and prepare reports.
• Manage filing systems, charts, and documentation; upload materials to electronic records.
• Coordinate with Bay Cove HR for candidate engagement and on-call scheduling.
• Assist with check requests and disbursement of funds according to budgets.
• Support field staff with scheduling and office operations as needed.
• Maintain professional, recovery-oriented language in all communications.

Skills

Communication skills

Organizational skills

Data entry

Microsoft Office

Driving license

Bilingual

Education

Bachelor’s Degree

High School diploma or GED + 3 years direct care experience

Tools

Windows

Microsoft Word

Excel

Google Sheets

Google Apps

Gmail

Job description

Reports To:

ACCS Administrative and Operations Manager

Job Summary:

As a member of the multidisciplinary ACCS Integrated Team, the ACCS Administrative Coordinator is responsible for organizing, coordinating, and monitoring all non-clinical operations of two ACCS teams under the direction of the ACCS Administrative and Operations Manager; providing administrative assistance including triaging calls, assisting Persons, their families, and funding agencies to get answers to questions; and providing direct support to team staff, including monitoring & coordinating daily team schedules and supporting staff both in the office and in the field. The ACCS Administrative Coordinator will often be the first responder to Persons, families, funders and outside providers and is therefore essential in delivering accurate and timely information to all interested parties in a way that supports Bay Cove’s mission.

This is a non-exempt position.

Supervisory Responsibilities:

At the discretion of the ACCS Administrative and Operations Manager

Essential Functions of the Position:

• Serve as a liaison between Persons and staff greeting people at ACCS team office and answer telephone calls including performing the following: 1) triage and coordinate communication between the receptionist and the team; 2) ensuring answers to questions for Persons, families, community sources, and agencies are delivered in accurate and timely manner; and 3) assist the receptionist to relieve urgent situations or to temporarily manage them until other staff are available.
• Complete administrative tasks for the teams as needed including but not limited to; taking notes in team meetings and sending out notes to the teams; collecting data and preparing reports (ie staff training); creating and updating binders for QM; reviewing utilization management and preparing info for the Integrated Team Directors (ITDs) as needed (i.e. attendance reporting, R day summaries, service note reports); creating and managing team staff directory; creating on-call schedule for first on-call including collecting the monthly housing schedules.
• Preparing check requests for Persons and program funds; manage and operate the system to disperse money (cash, gift cards, and checks) to Persons according to individual budgets and program needs. Coordinate with the Rep-Payee office regarding monthly check pick up.
• Maintain and monitor ACCS Persons physical and electronic charts according to program, agency, and stakeholder standards, including the following: set up charts for newly admitted Persons Served, file materials in charts, and upload referral material to electronic record. Review documentation deadlines with the teams (i.e. track all IAP due dates and ACA completion process, including scanning and uploading ACAs). Conduct record reviews as requested for MRO.
• Ensure organized and complete electronic and paper filing systems by scanning and filing documents to appropriate folders, uploading requested documents (i.e. emergency alerts, risk review recommendations and other risk-related documentation) to the electronic record, and by purging and storing paper records in accordance with agency policy.
• Assist ITDs in prospective candidate engagement by coordinating communication with candidates and with Bay Cove’s Human Resource department.
• Sort mail for teams and organize a regular time to make an interoffice run to ensure proper interoffice flow.
• Conduct post-discharge surveys with a goal of collecting data that will help inform service planning and quality improvement efforts.
• Utilize recovery-oriented language and principles in all communication and interactions with Persons, colleagues, and collaterals.
• Perform other duties as assigned by the supervisor.

Requirements for the Position:

• Bachelor’s Degree required, preferably in Psychology, Social Work, or a related area.
• A High School diploma or GED plus three years direct care experience providing services to adults with mental health issues or related populations can be substituted for the above degree requirement.
• Previous experience working with individuals diagnosed with severe mental health issues strongly preferred.
• Strong commitment to the right of each Person with mental health challenges to live in community residences, to work in market jobs, and to have access to helpful, adequate, competent, and continuous support and services of their own choosing.
• Knowledge of accounting procedures, medical records management, and personnel policies and procedures is preferred.
• Professional written and oral communications skills.
• High degree of personal organization, attention to detail, and time management skills.
• Proficiency in word processing and other computer functions using Windows, Word, Excel/Google Sheets, and Google Email and Apps.
• Ability to climb stairs and carry up to 40 pounds, as well as the physical capacity to assist people with mobility impairments as needed.
• Use of personal cellular telephone for work communication.
• Valid driver's license preferred.
• Bilingual candidates encouraged to apply, pay differential offered for candidates with fluency in certain essential languages

Mission Traits:

• Utilizes a flexible and responsible work style that meets evolving needs of the agency.
• Works with integrity and respects the dignity and value of all individuals.
• Exhibits mission through job knowledge, pride in work role, and advocacy.
• Promotes diversity, equity, and inclusion of all individuals.
• Works in a collaborative, compassionate manner with stakeholder/ partners.

Bay Cove Human Services is an Equal Opportunity Employer and does not discriminate on the basis of race, ethnicity, religion, sex, gender identity or expression, national origin, sexual orientation, disability, age, veteran status, or any other groups as protected by Massachusetts or federal law. All qualified candidates, regardless of background, are encouraged to apply.

Bay Cove Human Services does not offer visa sponsorships at this time and will require candidates to be authorized to work in the United States.

Pay Rate: $20.66 an hour