Administrative Coordinator

Job Title:  Administrative Coordinator (Bilingual Spanish preferred)

Department/Program:  Outpatient

Work Location: Milwaukie

Reports to:  Clinical Manager

FLSA Status:  Full Time (Non-exempt/hourly)

Salary Range: $22.71/hr. - $25.03/hr. (Bilingual Spanish $24.75/hr. -$27.28/hr.)

Morrison Child and Family Services: We are a Joint Commission and Sanctuary accredited non-profit organization that provides a comprehensive array of services to children, adolescents, and their families. As an agency, Morrison, its team members, and clients commit to the following values of trauma-informed care:  

• Nonviolence - being safe and doing the right thing  
• Emotional Intelligence - managing our feelings so we don’t hurt ourselves or others   
• Social Learning - respecting and sharing ideas of our teams  
• Democracy - shared decision making whenever possible  
• Open Communication - saying what we mean and not being mean when we say it  
• Social Responsibility - everyone makes a contribution to the organizational culture  
• Growth and Change - creating hope for our clients and ourselves  

Job Summary:

The Administrative Coordinator is responsible for providing a wide range of administrative support to clients, families, and staff to ensure successful daily operations and administrative functions of the Outpatient Clinic. The Administrative Coordinator collaborates with clinic and division leadership to develop and implement consistent practices and operations and provides administrative support to Mental Health Therapists and Clinical Manager. 

Duties and Responsibilities: 

• Client/Customer Service
  • Provide a high level of trauma-informed customer service to clients, families, staff and outside professionals in a service-oriented, respectful manner using skills in active listening, maintaining appropriate boundaries, and problem solving. 
  • Intervene and provide support, including during instances when clients or caregivers may be dysregulated or unsafe with language or behaviors.   
• Collaboration/Teamwork
  • Manage emotions in an appropriate and professional manner. 
  • Provide training for new administrative staff.
  • Demonstrate time management skills to be present and punctual for work and meetings and maintain an accurate schedule, prioritize tasks, and meet due dates.
  • Work well within a team environment, sharing credit and opportunities.
  • Share necessary and important information with team members and manager and seek support when needed.
  • Demonstrate a commitment to developing a thorough knowledge and application of the Sanctuary model and other organizational policies & practices.  
  • Participate in staff development, in-services, and training related to workplace effectiveness; model professional behaviors and implement improvements to business practices with awareness of their impact in a trauma-informed behavioral healthcare organization.  
• Administrative Tasks
  • Monitor and manage medical billing claims, insurance authorizations, and benefit assignments, coordinating between the medical billing department and clinical staff as needed.   
  • Assist with daily administrative operations of the clinic including but not limited to: opening and/or closing the clinic; checking in clients and families for their appointments; assisting clients with appointment scheduling and coordinating interpretation & transportation services; verifying client insurance eligibility and authorizations for services; communicating to clinical staff of client arrival/cancellation and reporting any concerning behaviors of the client to their assigned therapist; completing reminder calls for next-day scheduled clients and families.
  • Assists with administrative operations of client information including but not limited to: processing and entering new client information, ensuring data entry in client electronic heath records (EHR) is accurate; scanning and uploading records and documents into the appropriate EHR section within the client chart; process records requests and subpoenas; assist with opening and closing client’s EHR.
  • Perform administration functions including but not limited to: scanning; copying; faxing; data entry in multiple databases; recordkeeping; opening, sorting and distributing mail; answering multi-lined phones, screening incoming calls; checking voicemail; transferring calls; emailing; greeting visitors and answering questions; updating internal spreadsheets and databases; assisting with general word processing of letters, forms, reports, etc.
• Other Tasks
  • Coordinate with building management/facilities to prioritize and address needs. Monitors clinic for safety and compliance and participates in ongoing safety committee meetings.  
  • Assist in budget development and provide oversight on expenditures, monitor contract billing and compliance, authorize payables and/or prepare payable for approval and oversee centralized purchasing for assigned program(s).     
  • Track office supply needs and ensure office space is maintained, organized, and meets client and staff needs.
  • Schedule and coordinate needs for meetings, groups, and events; may take minutes during meetings.
  • Participate in assigned staff meetings, other meetings and committees.
  • Perform other related duties as required and assigned.  

Competencies:(Competencies are the abilities and qualities a person needs to be successful in this job) 

• Adhere and administer agency and program policies and procedures.
• Communicate clearly and effectively orally and in writing in English.
• Interpret information, use critical thinking, problem solve and explain concepts to others.
• Maintain effective working relationships with agency employees at all levels and the public.
• Create a working environment that promotes and encourages all team members’ participation to attain common and individual objectives.
• Anticipate and respond appropriately to needs and demands as well as demonstrate positive conflict resolution.
• Adapt to constant changing circumstances while maintaining professionalism.
• Engage in continuous learning and build knowledge, skills and abilities while addressing new challenges.

Required Position Qualifications: 

• A high school diploma or equivalent is required.
• 3 years of progressively responsible and consecutive office experience.
• Intermediate level computer capabilities in use of data bases, web-based environments, word processing, email and spreadsheets.

Preferred Position Qualifications:(Additional skills, experience, or education that are not required but would make a candidate especially well-suited for the job).   

• Bilingual in Spanish, both written and spoken. Must clear a language proficiency test for Spanish.
• Knowledge of non-profit and/or social services.
• Knowledge of electronic health records.

Other Requirements:

• Able to pass a comprehensive criminal history background investigation
• Meets agency driving requirements
• May require travel to different work sites on occasion (Portland Metro Area). If driving a personal vehicle, must meet agency driving standards including holding a valid driver’s license and maintaining minimum personal auto liability coverage. 

Working Conditions:    

Environment: Work is done in clinical offices, community settings, including Morrison Residential, administration buildings, public locations, and social service sites. Breaks and meals are subject to interruption. Universal Precautions and remaining alert to the environment are critical to address the potential for violent behavior, exposure to disease, biohazards, noise, and contaminants.    

Mental demands: Work assigned is diverse and may involve addressing new and unique circumstances. The work might be unpredictable and disrupts planned tasks, requiring flexible time management.    

Physical demands: Ability to remain calm and emotionally available serving youth, adults and or families who have experienced trauma. Proficient with office equipment and physical movement. Ability to perform physical interventions if needed in accordance with program and training. Physical dexterity for reaching, stooping, and repetitive wrist and hand motions. 

All Morrison programs and services are accredited by The Joint Commission, a nationally recognized standards-setting and accreditation body for health care. Morrison is also certified as a trauma-informed organization by the Sanctuary Institute. Certification recognizes our dedication to providing a trauma-informed culture and environment for children, families and staff through implementing Sanctuary values, commitments, and tools.  

We are an Affirmative Action Plan Employer. Our policy is to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic.  

In compliance with our Affirmative Action Plan, Morrison uses E-Verify to determine employment eligibility after an offer is accepted. 

Applications will be reviewed as received.  Morrison reserves the right to make a hiring decision at any point during the posting period. 

Morrison employees are offered a variety of benefits including Medical, Vision, Dental, Flexible Spending Accounts, Employer-Paid Life, Accidental Death and Dismemberment and Long-Term Disability, and an Employee Assistance Program (EAP).