Community Wellness Coordinator

The Community Wellness Coordinator provides administrative and client-facing support for the Mental Healthcare department. This position serves as a main point of contact for program participants and patients, ensuring a welcoming, affirming, and professional environment. The position works in collaboration with all sides of the Mental Healthcare department, and its role is central to managing schedules, registrations, and operations that enable the successful delivery of wellness programs, events, and support services.

Reports to: Director of Mental Healthcare

Position Overview:

The Community Wellness Coordinator provides administrative and client-facing support for the Community Wellness Program. This position serves as a main point of contact for program participants, ensuring a welcoming, affirming, and professional environment. The position works in collaboration with the Community Wellness team, and its role is central to managing scheduling, registrations, and day-to-day operations that enable the successful delivery of wellness programs, events, and support services.

Job Duties and Responsibilities:

• Serve as the primary point of contact for the Mental Healthcare Department for visitors, participants, and community partners 
• Monitor and respond to the Mental Healthcare Department’s emails, maintaining clear and timely communication with participants, partners, and internal staff 
• Ensure front office coverage during core program hours 
• Coordinate registration, check-in, and follow-up for workshops, events, and support groups 
• Manage calendars for program spaces, workshops, and shared rooms 
• Print and distribute QR codes to track volunteer check-ins, registration, and engagement 
• Support event logistics, such as room and AV setup, material preparation, and hospitality 
• Maintain records of participant attendance and engagement in collaboration with staff. 
• Support data entry, reporting, and documentation required for grants and funders 
• Maintain confidentiality and compliance with HIPAA and organizational policies 
• Collaborate closely with the Community Wellness team to ensure seamless program operations and administrative support 
• Work with Engagement Specialists to collaborate with Marketing to promote programming and increase community awareness and participation 
• Use data and community input to refine programming and respond to evolving needs 
• Monitor and order supplies for the Community Wellness Program  
• ​​​​​​​Maintain inventory of office and program materials, aligning with monthly budgets 
• Reconcile credit card charges and receipts, ensuring accuracy, proper documentation, and timely reporting 
• Maintain financial records in compliance with organizational policies and grant requirements 

Job Requirements and Qualifications:

• Associate’s degree or equivalent experience preferred
• Two years of administrative, office, or front desk experience, ideally in a healthcare, nonprofit, or community services setting.
• Ability to work effectively with LGBTQIA+ individuals, communities of color, older adults, and diverse populations.
• Strong organizational skills with attention to detail and ability to manage multiple tasks.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office, scheduling software systems, and Eventbrite preferred.