Administrative Coordinator

Position: Administrative Coordinator

Job Summary: The Administrative Coordinator plays a crucial role in ensuring the smooth operation of the facility by managing administrative tasks, safety protocols, and client interactions. The ideal candidate will be organized, proactive, and able to multitask in a fast-paced environment. They will work closely with staff and clients to provide a safe, welcoming, and efficient facility that supports the goals of Lighthouse Behavioral Health Solutions. This position reports to the Clinical Site Director. 

Duties include, but are not limited to: 

• Ensure building safety by managing safety drills, maintaining the data safety binder, and overseeing compliance with safety protocols
• Provide building safety training to all new facility staff
• Upload and manage incident reports through the Ethico platform, ensuring timely and accurate documentation
• Answer incoming calls promptly and professionally, directing them to the appropriate staff or department
• Manage the lobby area to ensure it is welcoming, organized, and stocked with necessary documentation
• Schedule, reschedule, and cancel appointments as needed. Provide reminder calls to clients for upcoming appointments
• Schedule medical appointments for clients and assist in managing transportation or other logistics as needed
• Oversee and manage make up group (MUG) lists to ensure accuracy and compliance
• Maintain a high standard of cleanliness and order in the facility
• Ensure brand consistency, report maintenance issues, and manage required documentation in the lobby
• Oversee cleaning operations by managing the cleaning checklist and maintaining communication with cleaning vendor
• Submit maintenance requests and follow up as needed
• Order, manage, and organize office and facility supplies to ensure the facility is well-stocked
• Ensures that office activities comply with LBHS policies and procedures
• Manages delivery of mail and/or packages to appropriate parties, making sure outgoing mail has appropriate postage, and ensures the reception area is clear of deliveries
• Create, collect, and maintain group logs, ensuring accurate and timely record-keeping
• Mail discharge letters and notify clients of appointment cancellations in the event of staff call-offs
• Checks clients into appointments in Carelogic and alerts appropriate personnel of incoming guests and clients
• Inform the team via Microsoft Teams when a staff member calls off and update assignments accordingly
• Assign staff in Carelogic and update the message board
• Collect signatures on Carelogic documents, ensuring all required paperwork is completed and filed appropriately
• Handle Mental Health and Recovery Services Board (MHRSB) applications and renewals, ensuring compliance with local and state regulations
• Assist with client laboratory process as needed
• Assist with client admissions process as needed

Required Qualifications: 

• High School Diploma or Equivalent
• 2+ years previous experience in customer service and office administration
• Proficiency with Microsoft Office Suite (Outlook, Teams, Excel, Word)
• Exceptional attention to detail and time management skills
• Strong communication and interpersonal
• Attention to detail and problem-solving skills
• Ability to multitask and prioritize tasks effectively
• Must pass BCI check, all Corporate Compliance checks, and employment drug screen

Desired Qualifications: 

• Bachelor’s degree in business or healthcare administration
• Previous experience in healthcare or behavioral health
• Familiarity with Ethico or similar incident reporting platforms

Schedule: Tuesday - Saturday 4pm - 12am

Compensation: $18.52 - $24.00/hr

Location: Whitehall, OH