Program Administrative Coordinator

clhmentalhealth; Baltimore (MD); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Professional development

Job summary

Changing Lives at Home Mental Health, Inc. seeks a Program Administrative Coordinator to support the administrative operations of our outpatient clinics, including OMHC, PRP, SUD, Health Home and Group Home programs.

You will coordinate meetings, manage records, assist with compliance, and serve as a liaison with the Executive Director, staff, clients, referral sources and community partners. This role requires strong organizational skills, attention to detail, confidentiality, and teamwork to

Qualifications

• Proven experience in administrative, program support, or office coordination roles.
• Experience in healthcare, behavioral health, or human services is preferred.
• Computer literate with Google Workspace and Microsoft Office.
• Experience with Electronic Health Records (EHR) systems preferred.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Attention to detail and reliability.
• Ability to manage multiple priorities and meet deadlines.
• Maintain confidentiality and handle sensitive information professionally.
• Proactive, positive, and team-oriented attitude.

Responsibilities

• Provide administrative support to the Executive Director and all programs.
• Assist with day-to-day administrative operations of all programs.
• Coordinate meetings, staff schedules, trainings, and activities.
• Prepare correspondence, reports, agendas, and other documents.
• Maintain organized client, personnel, and program files.
• Monitor documentation for completeness and follow up on items.
• Assist with maintaining electronic health records (EHR) and databases.
• Ensure records comply with policies, HIPAA, Joint Commission, and Maryland regulations.
• Support compliance, licensing, accreditation, and quality assurance activities.
• Organize documentation for audits, site visits, and regulatory reviews.
• Track staff trainings, certifications, and deadlines.
• Support continuous quality improvement initiatives.
• Serve as a point of contact for administrative inquiries across programs.
• Coordinate communication with staff, clients, referral sources, and partners.
• Assist with referrals, admissions, transfers, and discharge documentation.
• Promote a professional and welcoming environment for clients and staff.
• Maintain office supplies and resources; support onboarding and personnel files.
• Perform general clerical duties including filing, scanning, and data entry.

Skills

Administrative experience

Healthcare setting

Organizational skills

Communication skills

Attention to detail

Multitasking

Confidentiality

Teamwork

Client coordination

Education

Business/Healthcare Administration degree

Tools

Google Workspace

Microsoft Office

Job description

Changing Lives at Home Mental Health, Inc. is a dynamic and innovative Outpatient Mental Health Clinic dedicated to serving youth and adults experiencing behavioral health challenges or managing mental illness. We are committed to providing quality behavioral health services while maintaining compliance with Maryland regulations and industry best practices. We are seeking a Program Administrative Coordinator to support the daily administrative operations of our Outpatient Mental Health Clinic (OMHC), Psychiatric Rehabilitation Program (PRP), Substance Use Disorder (SUD), Health Home & Group Home.

Position Overview

As the Program Administrative Coordinator, you will provide administrative and operational support to all programs, ensuring efficient daily operations, accurate documentation, and compliance with company policies and Maryland regulatory requirements. You will work closely with the Executive Director and administrative departments to support quality client care and overall program success.

Key Responsibilities

Program Administration

• Provide administrative support to the Executive Director.
• Assist with the day-to-day administrative operations of all programs.
• Coordinate meetings, staff schedules, trainings, and program-related activities.
• Prepare correspondence, reports, meeting agendas, and other administrative documents.

Documentation & Records Management

• Maintain organized and accurate client, personnel, and program files.
• Monitor documentation for completeness and follow up with staff regarding missing or outstanding items.
• Assist with maintaining electronic health records (EHR) and program databases.
• Ensure records are maintained in accordance with company policies, HIPAA, The Joint Commission standards and Maryland regulatory requirements.

Compliance & Quality Support

• Assist with program compliance, licensing, accreditation, and quality assurance activities.
• Organize documentation for audits, site visits, and regulatory reviews.
• Track required staff trainings, certifications, and compliance deadlines.
• Support continuous quality improvement initiatives.

Communication & Coordination

• Serve as a point of contact for administrative inquiries related to all programs.
• Coordinate communication with staff, clients, referral sources, and community partners.
• Assist with client referrals, admissions, transfers, and discharge documentation.
• Promote a professional and welcoming environment for clients, visitors, and staff.

Administrative Support

• Maintain office supplies and coordinate administrative resources for program operations.
• Assist with onboarding documentation, personnel files, and administrative projects.
• Perform general clerical duties, including filing, scanning, copying, and data entry.
• Perform other administrative duties as assigned.

Qualifications

• Proven experience in an administrative, program support, or office coordination role.
• Experience in a healthcare, behavioral health, or human services setting is preferred.
• Must be computer literate and proficient in Google Workspace (Docs, Sheets, Drive, Gmail, Calendar) and Microsoft Office.
• Experience working with Electronic Health Record (EHR) systems is preferred.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• A proactive, positive, and team-oriented attitude.

Education and Experience

• Associate's or Bachelor's Degree in Business Administration, Healthcare Administration, Public Administration, or a related field preferred.
• Minimum of two (2) years of administrative experience, preferably in a healthcare, behavioral health, or human services environment.
• Experience supporting regulatory compliance, documentation management, or program administration is preferred.

What We Offer

• Competitive salary
• Comprehensive benefits package
• A positive and collaborative work environment
• Opportunity for professional development and growth