Office Coordinator

Transitions Mental Health Asso; San Luis Obispo (CA); On-site; USD 33,000 - 34,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

403b retirement with employer match

Paid vacation/holiday time

Paid sick time

Employee discounts

Employee appreciation events

Pet friendly workplace (upon approval)

Job summary

Transitions Mental Health Association seeks an Office Coordinator for the Mobile Crisis Team in San Luis Obispo. This non-clinical role provides administrative and data support, coordinating post-hospitalization appointments, maintaining records, and ensuring smooth day-to-day operations for crisis dispatch and response.

The position is full-time and non-exempt, offering a comprehensive benefits package and a 40-hour work week.

Responsibilities

• Support day-to-day operations of the Mobile Crisis Team.
• Upload billing and demographic information into the Electronic Health Record (EHR).
• Correct billing and documentation errors.
• Coordinate post-hospitalization appointment requests for San Luis Obispo County using SmartCare and county workflows.
• Serve as the primary administrative point of contact for post-hospitalization appointment communications with hospitals, County staff, providers, and program staff.
• Maintain a post-hospitalization appointment tracker, monitor pending requests and time-sensitive information; escalate as needed.
• Run and prepare monthly, quarterly, and recurring program reports; maintain a reporting calendar and ensure timely submission.
• Support program data quality by maintaining administrative logs and trackers; follow up on missing or inconsistent information.
• Maintain current program forms and field documents; replace outdated forms when revised versions are issued.
• Restock staff work areas, binders, vehicles, and operational materials so staff have what they need for dispatch and field response.
• Maintain vehicle maintenance and readiness records, logs, and insurance documentation; coordinate maintenance with the Team Lead and vendors.
• Maintain inventories and assignment records for program equipment and assets; assist with replacement, repair, and return processes.
• Maintain current program contact lists, partner directories, and transportation vendor information.
• Provide administrative support for staff onboarding and offboarding, including training tracking and access requests.
• Assist with maintaining training records, rosters, credential tracking, meeting records, and policy/procedure documentation.

Job description

Description

Position Title:

Office Coordinator

Program/Location:

Mobile Crisis Team/ San Luis Obispo

Position Summary:

Mobile Crisis provides 24/7 crisis triage, dispatch, psychiatric placement and transportation coordination, and community-based mobile crisis response for people of all ages experiencing behavioral health crises in San Luis Obispo County. The program works across the behavioral health crisis system to identify the most appropriate response, coordinate timely crisis services and resources, and support trauma-informed, culturally responsive care in the least restrictive setting.

Under the direction of the Mobile Crisis Team Lead, the Office Coordinator provides administrative, data, communication, and operational support that helps the program function efficiently and meet County and contractual requirements. The position serves as a central coordination point for post-hospitalization appointment requests, recurring program reports, forms and supply readiness, vehicle and equipment tracking, program records, and other day-to-day administrative workflows. This is a non-clinical role that supports continuity, organization, and communication across Crisis Dispatch and Mobile Crisis Response.

Hours/ Salary Employee Perks:

Full-time, non-exempt position. 40 hours per week. Anticipated hiring range is $24.00-$25.00. Includes a generous individual benefits package that includes health, dental, vision, life, 403b retirement (with up to a 5% employer match) paid vacation/holiday time, paid sick time and a variety of helpful employee perks as well. (*Full Salary Schedule $24.00-$29.25 per hour).

Employee Perks:

A few of our helpful employee benefits include membership discounts to various local fitness centers. We offer years of service gift cards to businesses of your choice. We offer gift cards for walking, biking, or carpooling to work as well as 20% discount for shopping at our Growing Grounds Downtown Store/Nursey/ Farm. We host two employee appreciation events for employees and their families yearly. We practice Trauma Informed Care Principles, Guidelines for Collaborative Conversations, and encourage the use of pronouns. We mindfully promote equality, respect and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the fascinating characteristics that make us different! TMHA is also a pet friendly workplace (upon approval)!

Mission Statement:

Transitions Mental Health Association is a nonprofit organization dedicated to eliminating stigma and promoting recovery and wellness for people with mental illness through work, housing, community and family support services.

Organization Description:

Transitions – Mental Health Association is a leading non-profit agency committed to providing comprehensive mental health services and support to individuals and families by inspiring hope, growth, recovery and wellness in our communities. TMHA has decades of experience with teams of compassionate staff. TMHA is a driving force in improving mental health and wellness in our communities and a supportive and inclusive work environment that values diversity and individual contributions.

Responsibilities and Duties:

1. 1. Support day-to-day operations of the Mobile Crisis Team.
2. 2. Upload billing and demographic information into the Electronic Health Record.
3. 3. Correct billing and documentation errors.
4. 4. Coordinate post-hospitalization appointment requests for eligible individuals returning to San Luis Obispo County following psychiatric hospitalization, using SmartCare and established County workflows as required.
5. 5. Serve as the primary administrative point of contact for post-hospitalization appointment communication with hospitals, County staff, behavioral health providers, program staff, and other authorized partners. Communicate appointment dates, times, and related follow-up information promptly and accurately.
6. 6. Maintain a post-hospitalization appointment tracker, monitor pending requests and outstanding information, document completion, and elevate barriers or time-sensitive concerns to the Mobile Crisis Team Lead or appropriate clinical staff.
7. 7. Run, compile, and prepare required monthly, quarterly, and other recurring program reports for San Luis Obispo County and TMHA. Maintain a reporting calendar, gather information from approved source systems and logs, review data for completeness, and route reports for review and submission within required timelines.
8. 8. Support program data quality by maintaining administrative logs and trackers, identifying missing or inconsistent information, and following up with appropriate staff so required program data are complete and current.
9. 9. Maintain an organized supply of current program forms and field documents, including crisis screening and data forms, WIC sections 5150 and 5585 forms, demographic sheets, safety planning materials, placement and transportation forms, and other County- or TMHA-required documents. Replace outdated forms when revised versions are issued.
10. 10. Maintain and restock staff work areas, field binders, program vehicles, and other designated locations with required forms, office supplies, and operational materials so staff have what they need for dispatch and field response.
11. 11. Maintain vehicle maintenance and readiness records, including mileage and service logs, scheduled maintenance, repair history, registration and insurance documentation, safety check records, and other required fleet documentation. Coordinate routine maintenance and repairs with the Mobile Crisis Team Lead and appropriate vendors or TMHA staff.
12. 12. Maintain inventories and assignment records for program equipment and operational assets such as phones, chargers, computers or tablets, keys, safety equipment, and other program-issued items; assist with replacement, repair, and return processes as needed.
13. 13. Maintain current program contact lists, partner directories, hospital and psychiatric facility contacts, transportation vendor information, and other operational reference materials used by Dispatch and Response staff.
14. 14. Provide administrative support for staff onboarding and offboarding, including preparing orientation materials, coordinating requests for system or equipment access, maintaining administrative checklists, and helping track completion of required training and program onboarding tasks.
15. 15. Assist the Mobile Crisis Team Lead with maintaining training records, rosters, designation and credential tracking, meeting records, policy and procedure