Office Coordinator

HOPE Program; San Mateo (CA); On-site; USD 52,000 - 75,000; Full time

Job summary

HOPE Program in the Bay Area seeks an Office Coordinator to support daily administrative and operational functions within a forensic mental health program serving justice-involved individuals. This on-site role ensures smooth clinic operations, accurate recordkeeping, and effective communication among clients, clinicians, probation/parole, and internal teams.

The ideal candidate is organized, proactive, and able to manage complex workflows in a fast-paced, compliance-driven environment across

Qualifications

• High school diploma or equivalent.
• Minimum 2 years in an administrative or client service role, preferably in healthcare, behavioral health, or criminal justice environments.
• Must pass DOJ/FBI background check and possess a valid California driver’s license.
• Associate’s or Bachelor’s degree in Psychology, Criminal Justice, Social Work, or related field.
• Prior experience supporting CDCR, CASOMB, County Behavioral Health, or other forensic program contracts.
• HIPAA, CPR/First Aid, and trauma-informed care training preferred.

Responsibilities

• Coordinate daily front-office operations: greet clients, manage check-ins, schedule appointments, and front desk.
• Manage client documentation: intake paperwork, update EHR, and filing per HIPAA and agency standards.
• Facilitate communication: act as first contact for clients, clinicians, and justice partners.
• Support program compliance: track documentation, coordinate UA appointments, prepare materials for audits (CASOMB/CDCR).
• Handle payments: collect/post payments, issue statements, manage petty cash.
• Support clinical operations: schedule clinicians, manage group rosters/attendance, prep for client services.
• Collaborate with operations/compliance: escalate issues as needed.
• Perform other duties as assigned.

Skills

Microsoft Office Suite

Google Workspace

HIPAA compliance understanding

Data entry accuracy

Trauma-informed communication

Organizational skills

Professional communication

Education

High school diploma or equivalent

Associate’s or Bachelor’s degree in Psychology, Criminal Justice, Social Work, or related field

Tools

EHR systems (Welligent or similar)

Job description

Position Type:

Full-Time | Non-Exempt | On-Site (Travel between regions - San Francisco/ San Mateo - Bay Area Region)

Overview / Job Summary

The Office Coordinator supports daily administrative and operational functions within a forensic mental health program serving justice-involved individuals. This role ensures smooth clinic operations, accurate recordkeeping, and effective communication between clients, clinicians, probation/parole agencies, and internal teams. The Office Coordinator plays a key role in maintaining compliance, supporting treatment delivery, and ensuring that every client interaction reflects professionalism, accuracy, and confidentiality. The ideal candidate is organized, proactive, and able to manage complex workflows in a fast-paced, compliance-driven environment.

Roles and Responsibilities

• Coordinate daily front-office operations: greet clients, manage check-ins, schedule appointments, and maintain an organized and professional front desk.
• Manage client documentation: process intake paperwork, ensure records are accurately entered into the Electronic Health Record (EHR) system, and maintain both digital and physical files per Health Insurance Portability and Accountability Act (HIPAA) and agency standards.
• Facilitate communication: serve as the first point of contact for clients, clinicians, and justice system partners, responding promptly and professionally to inquiries.
• Support forensic program compliance: track documentation, coordinate and conduct Urinalysis (UA) appointments, monitor completion of mandated forms, and prepare materials for audits and inspections (CASOMB, CDCR, County).
• Assist with financial and administrative tasks: collect and post payments, issue client statements, manage petty cash logs, and process service verification requests.
• Support clinical operations: coordinate clinician schedules, assist with group rosters and attendance tracking, and ensure office readiness for client services.
• Collaborate with operations and compliance teams: escal….
• Perform other duties as assigned.

Expectations

• Maintain confidentiality and professionalism at all times.
• Demonstrate reliability, punctuality, and consistency in following procedures and meeting deadlines.
• Exhibit cultural competence and trauma-informed communication with diverse client populations.
• Ensure documentation is accurate, timely, and fully compliant with agency and contractual requirements.
• Serve as a positive, proactive team member and contribute to a supportive, solutions-focused work environment.
• Be adaptable and willing to assist other sites or shift priorities as operational needs evolve.

Education and Experience

Required Qualifications:

• High school diploma or equivalent.
• Minimum 2 years in an administrative or client service role, preferably in healthcare, behavioral health, or criminal justice environments.
• Must pass DOJ/FBI background check and possess a valid California driver’s license.

Preferred Qualifications:

• Associate’s or Bachelor’s degree in Psychology, Criminal Justice, Social Work, or related field.
• Prior experience supporting CDCR, CASOMB, County Behavioral Health, or other forensic program contracts.
• HIPAA, CPR/First Aid, and trauma-informed care training preferred.

Preferred Skills and Abilities

Hard Skills

• Proficiency in Microsoft Office Suite and Google Workspace tools.
• Experience with EHR systems (Electronic Health Record (EHR), Welligent, or similar).
• Strong attention to detail and accuracy in documentation.
• Knowledge of HIPAA, Title 22, CASOMB, and CDCR compliance standards.
• Data entry and administrative reporting proficiency.

Soft Skills

• Clear, professional, and empathetic communication with clients and partners.
• Team player supporting clinicians and administrative staff in achieving shared goals.
• Strong organizational skills to prioritize multiple tasks and maintain orderly systems.
• Resourcefulness in handling challenges and adapting to evolving program needs.
• Discretion when managing sensitive client and justice system information.
• Maintains composure under stress and navigates high-volume workflows efficiently.

Work Environment

• Full-time, primarily on-site within a forensic mental health environment serving justice-involved clients, with work conducted across office, shared/open areas, and field settings and oversight provided across multiple program locations.
• Frequent interaction with justice-involved clients, clinical staff, management, and external partners, including probation, parole, and court representatives.
• Employees may work independently or alone and are expected to exercise sound judgment, communicate effectively, and support management and junior staff as needed.
• Location and office assignments may rotate based on operational, staffing, and client needs. Regional travel between locations, meetings, trainings, and stakeholder engagements may be required.
• Requires flexibility, professionalism, confidentiality, calm under pressure, and compliance with safety and regulatory standards.
• All scheduling, travel, meal and rest periods, expense reimbursement, accommodations, and other employment practices will comply with applicable California law and company policy.
• Balances administrative precision, independent work, collaboration, and mission-driven behavioral health care.

Physical Requirements (with or without reasonable accommodation):

• Frequent movement: Ability to stand, walk, or remain seated for extended periods.
• Lifting/Carrying: Up to 25 pounds.
• Manual Dexterity: Proficient with computers, printers, scanners, phones, and office equipment.
• Vision/Hearing: Clear vision and hearing for reading documentation, working on screens, and communicating effectively.
• Navigation: Ability to safely move throughout office, clinic, and community environments.
• Independent Work: Ability to work independently and safely while operating alone in an office or remote work environment.
• Travel: Ability to travel between assigned regional office locations and provide support at other offices as needed to meet business and operational needs.

Equal Employment Opportunity

We are an Equal Opportunity Employer committed to creating an inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, national origin, ancestry, citizenship, age, sex, gender, gender identity, gender expression, sexual orientation, marital status, pregnancy, breastfeeding status, medical condition, genetic information, disability, military or veteran status, or any other status protected under federal, state, or local law, including the California Fair Employment and Housing Act (FEHA).

We provide reasonable accommodations to applicants and employees with disabilities. If you need assistance or accommodation, please notify us.