Job Title:              Program Coordinator

Department:         Imagine! Mental Health and Behavioral Services

Reports to:           Department Supervisor/Manager/Assistant Director

Pay Rate:             $22.50/Hour

FLSA:                   Non-Exempt

Anticipated Start: July 2024

 

Purpose of Position

 

Manages daily administrative functions and clinic operations considering the impact on customers when making decisions. Fulfills various administrative duties, maintains records and documentation, and provides support to the supervisor/manager with administrative and departmental business detail. Follows existing policies, practices and procedures; supports new policies and programmatic changes and assists in implementation. Provides support to the Assistant Director, Program Manager, staff, consulting professionals, and/or other interdisciplinary teams.

 

Serves as the point of contact for clients, families, and interdisciplinary teams and providers. Monitors and reports on data to ensure compliance with all applicable regulating agencies. Maintains professional relationships with all Imagine! clients and stakeholders.

 

Essential Duties/Responsibilities

 

  • Monitors and maintains records and documentation, including regular business administration and/or regulatory compliance. Creates and maintains a variety of record-keeping systems. This includes various monetary funds, audits, databases, spreadsheets, etc.

 

  • Coordinates, arranges, and attends meetings; prepares agendas; reserves and prepares facilities; and records and transcribes minutes of meetings or appointments as needed.

 

  • Performs a wide variety of administrative and operational support activities.  This includes the following: composes routine correspondence, including written letters, emails, and faxes; answers and screens telephone calls and arranges conference calls or clinical telemedicine appointments; organizes and maintains multiple file systems (including ordering medications); communicates with outside providers and maintains business relationships; compiles and prepares reports; coordinates psychiatrists’ schedules and makes appointments; preps the office for clinic days; orders and maintains supplies.

 

  • Supports the administrative and strategic functions of the Mental Health and Behavioral department, including tasks which are moderately complex in nature, where judgment and analysis are required in resolving problems/making recommendations.

 

  • Refers questions/problems to higher levels and identifies and reports quality concerns under the direct supervision of the department manager/Assistant Director.

 

  • Manages daily administrative functions and disseminates information, as assigned.  Serves as a liaison to internal and external contacts, including coordinating the intake process for new clients seeking mental health or behavioral services.

 

  • Interfaces with other departments/supervisors, including the business office and business support team to ensure invoices are paid in a timely manner and billing entries are accurate for reimbursement.

 

 

Other Duties/Responsibilities

  • Supports Imagine!’s mission in the context of both individual and collaborative work.
  • Actively participates in staff meetings, workshops, in-services, discussions, etc.
  • Maintains and cares for Imagine! property.
  • Represents and promotes Imagine! in the community.
  • Promotes team morale by being positive and professional.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Job Qualifications

Knowledge, Skill, and Ability:
  • General knowledge of the developmental disabilities system in Colorado preferred.
  • Effective written and verbal communication skills with individuals and groups at all professional levels.
  • Ability to compose letters, reports, memos, and other documents in a professional manner.
  • Demonstrated organizational and time management skills.
  • Ability to work independently and prioritize tasks/goals for self.
  • Ability to work effectively with various technologies including word processing software, information systems, internet-based databases, etc.
  • Effective and creative negotiator and problem solver.

          Training/Education:
  • High school diploma or equivalent required.
  • Two years of college preferred.

          Experience:
  • Minimum of two years related experience.
  • Clerical, medical records, and/or terminology training preferred.

          Working Environment/Physical Activities
  • Effective with shifting roles, responsibilities, and expectations in a changing environment.
  • Typical office environment using business machines such as computer, phone, copier, etc.

 

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.