Administrative Operations Coordinator

tbmentalhealth; Cleveland (OH); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Paid professional development and培训

Engaged, diverse team environment

Internal advancement and cross-testing

Job summary

The Black Mental Health Corporation is seeking an Administrative Operations Coordinator to provide high-level front and back-office support across HR, compliance, operations, and internal systems. This role is essential to the daily functioning of the agency and works closely with leadership, client services, and multiple departments.

This position offers opportunities to streamline workflows, develop SOPs, and improve processes while maintaining a strong focus on HIPAA compliance and data

Qualifications

• 2+ years of experience in behavioral health or healthcare administration.
• High school diploma or equivalent; Bachelor’s degree preferred.
• Knowledge of HIPAA, medical terminology, and insurance billing basics.
• Strong organizational skills and ability to handle confidential information.

Responsibilities

• Perform clerical tasks, maintain reception area, and support internal communications.
• Maintain BambooHR, credentials, training records, and onboarding documents.
• Coordinate hiring logistics, interviews, background checks, and references.
• Ensure HIPAA-compliant email triage and digital storage practices.
• Create schedules, manage calendars, and generate operational reports.

Skills

HIPAA compliance

Attention to detail

Time management

Confidentiality

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Athena EHR

Google Workspace

MS Office

Apple/iOS devices

Job description

Administrative Operations Coordinator Job Description

Our Mission:

The Black Mental Health Corporation strives to provide excellent, quality mental health care to underserved communities. It is the goal of The Black Mental Health Corporation to rebuild these communities, one family at a time through excellent mental health, community based and social assistance services.

Our History:

TBMHC was created by founder Desmond Yanamayu with black people in mind, after realizing this diverse population experiences challenges and struggles that are unique from many other racial/ethnic groups. Because of this, he wanted to create a space where black people could feel comfortable getting counseling with someone who understood their issues. Even still, The Black Mental Health Corporations services are open to people of all ethnicities and racial backgrounds.

Join us at The Black Mental Health Corporation, where we strive to create a supportive environment for all individuals, with a special focus on the unique challenges faced by the Black community. We welcome candidates from all ethnicities and backgrounds who are committed to making a difference in the lives of children, adolescents, and families.

Values

T – Transparency

We operate with honesty, openness, and integrity in every interaction - with our clients, our team, and our community. We believe trust is built through clear communication and ethical practices.

B – Belonging

We create safe spaces where clients and staff feel valued, seen, and respected. We honor the lived experiences of Black individuals and all marginalized communities, fostering an environment of inclusion and cultural humility.

M – Mission-Driven

Every decision we make is rooted in our mission to provide high-quality, culturally responsive mental health care. We are committed to empowering individuals, strengthening families, and uplifting our community.

H – Healing-Centered

We approach our work through a healing-centered lens - acknowledging trauma, celebrating resilience, and supporting holistic wellness for clients and team members alike.

C – Collaboration

We believe that collective impact is greater than individual effort. We build strong partnerships within our organization and the community to provide the best possible care and promote mental health equity.

Position Summary

The 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 Responsibilities

General Office Administration

• Perform 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 & Hiring

• Maintain 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 workflows

Compliance & Documentation

• Assist 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 Support

• Manage 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 Responsibilities

You 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.

Qualifications

• 2+ 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 Traits

• Highly 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."

Benefits

• Competitive 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.