Behavioral Health Program Coordinator

Arden Shore Child and Family Services; Waukegan (IL); Hybrid; USD 60,000 - 67,500; Full time

Job summary

A children's behavioral health service is seeking a Behavioral Health Program Coordinator for a hybrid role in Waukegan, IL. This position plays a crucial part in the operational functionality of the Behavioral Health Program. Responsibilities include administrative support for clinicians, managing program calendars, coordinating client intakes, and ensuring compliance with documentation. Ideal candidates should possess administrative experience in behavioral health and strong organizational skills. This is an excellent opportunity to support families in need.

Qualifications

• 3+ years of experience in administrative or operational roles in behavioral health or related fields.
• Experience with scheduling systems and Medicaid eligibility processes.
• Ability to work in a fast-paced environment and manage multiple priorities.

Responsibilities

• Coordinate daily operations and manage communication flow.
• Support client intake workflows and non-clinical navigation.
• Manage clinician schedules and appointment logistics.

Skills

Medicaid/MCO billing workflows

EHRs/IM+CANS documentation

Behavioral health experience

Organizational skills

Time management

Communication skills

Education

High school diploma or equivalent

Job description

Overview

WORK ENVIORNMENT: Hybrid (2 days remote; remaining days in the office).

SALARY RANGE: $60,000 – $67,500

JOB SUMMARY: The Behavioral Health Program Coordinator is a key operational and administrative role that ensures the smooth functioning of Arden Shore’s Behavioral Health Program. The Coordinator provides specialized administrative, scheduling, billing, and documentation support essential to high-quality service delivery. This role strengthens access for children and families and supports clinicians by maintaining efficient workflows, ensuring compliance, and promoting a trauma-informed, culturally responsive experience at every touchpoint.

This position does not supervise staff and does not hold responsibility for department-level performance measures; instead, it provides the operational backbone that enables clinicians to focus on direct care.

Responsibilities

• Program Operations & Administrative Coordination
  • Serve as the primary administrative partner to the Director of Behavioral Health, coordinating daily operations and communication flow.
  • Manage program calendars, appointment logistics, internal communications, and BH meeting preparation.
  • Develop and maintain organized systems for referrals, documentation deadlines, client status changes, and internal recordkeeping.
  • Prepare administrative reports and support CQI data needs related to program operations.
• Client Access, Intake, & Navigation Support
  • Coordinate intake workflows, ensuring families receive clear instructions and support through paperwork and onboarding steps.
  • Provide non-clinical navigation support, helping families understand scheduling, forms, next steps, and available resources.
  • Track referral activity, waitlists, and intake progression, ensuring warm and timely follow-up.
  • Identify operational barriers to access and recommend improvements consistent with trauma-informed, family-centered practice.
• Scheduling & Clinical Support Functions
  • Manage clinician schedules, ensuring appropriate caseload distribution and timely client appointments.
  • Coordinate appointment logistics across in-person, telehealth, and community-based settings.
  • Troubleshoot scheduling conflicts and maintain a high-functioning scheduling system that supports continuity of care.
  • Conduct and track insurance and Medicaid eligibility checks; obtain and monitor MCO authorizations.
  • Support billing preparation by ensuring documentation is timely, complete, and compliant with Medicaid and agency requirements.
  • Maintain tracking systems for session notes, unsigned documentation, IM+CANS renewal deadlines, consents, and other compliance-related tasks.
  • Assist with clinician credentialing and re-credentialing documentation.
  • Serve as the liaison between Behavioral Health, Reception, Finance, CQI/Data, and Programs to streamline administrative workflows.
  • Coordinate with Reception to support client flow while maintaining appropriate workload boundaries.
  • Assist with audit readiness, licensing reviews, and compliance documentation.
  • Maintain updated Behavioral Health materials, including brochures, referral guides, and client handouts.
  • Track inquiries from partners, community events, and external referrals; provide follow-up communication as directed.
  • Support the Behavioral Health Director in limited outreach tasks such as scheduling tabling events, preparing materials, or coordinating logistics.
• Systems Improvement & Special Projects
  • Identify inefficiencies in workflows, documentation, scheduling, or billing readiness and recommend practical improvements.
  • Support development and maintenance of BH administrative SOPs, onboarding guides, and workflow documents.
  • Assist in the operational components of special projects, including internship program logistics and alignment with Family Advocacy Center initiatives.
  • Participate in team meetings, training, and quality improvement efforts.

Qualifications

• Education: High school diploma or equivalent required.
• Experience:
  • Experience with Medicaid/MCO billing workflows.
  • Experience with EHRs, IM+CANS, or behavioral health documentation requirements.
  • Experience in nonprofit community-based behavioral health settings.
• Licenses & Certifications:
  • Valid Illinois driver’s license and access to reliable transportation.
  • Ability to comply with agency insurance requirements if using a personal vehicle for work purposes.
• Physical Demands: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
  • Ability to sit for extended periods while working at a computer.
  • Ability to lift or transport light materials (up to ~20 pounds) occasionally.
• Supervisory Responsibilities: None
• Job Requirements:
  • 3+ years of administrative or operational experience in behavioral health, medical practice, social services, or related setting.
  • Experience with scheduling systems, insurance/Medicaid eligibility processes, or documentation workflows.
  • Exceptional organization, accuracy, and time management skills.
  • Ability to work in a fast-paced environment and balance multiple priorities.
  • Strong communication skills with commitment to cultural humility, trauma-informed practice, and welcoming family engagement.
  • Ability to maintain confidentiality and demonstrate sound judgment.

EXPIRY NOTICE: There is no explicit expiry in the provided text; if the job is closed, please indicate accordingly.