Office Coordinator

Why You Will Love Working With Us!

At Pasadena Villa Outpatient, we are a dynamic, dedicated, and growing team of professionals deeply passionate about providing evidence-based and personalized clinical care for behavioral health conditions.  

Our team's foundation is client centered care and clinical excellence through our 5-star service commitment - Respect, Accountability, Integrity, Flexibility, and Collaboration.  We are committed to our team and our team is committed to our clients! 

We are seeking an Office Coordinator for our location in Charlotte, NC!

As one of the fastest growing cities in the nation, Charlotte, North Carolina offers all the amenities of a big city while maintaining a small-town feel. With clinical programming designed to be as dynamic and diverse as the city itself, Pasadena Villa Outpatient - Charlotte is proud to call the "Queen City" home and be a premier provider of behavioral healthcare services to this vibrant community. Our facility specializes in treating adults, 18 years and older, who struggle with various mental illnesses, including but not limited to, depression, anxiety, bipolar disorder, and psychotic disorders.

Providing outpatient care Monday through Friday, we offer exceptional benefits, development opportunities, professional training, and much more detailed below.

Pasadena Villa Outpatient is a leading provider of mental health treatment services across the region.  With 13 Outpatient locations across five states, we are on a mission to improve mental wellness in the communities we serve.  We are a part of Odyssey Behavioral Healthcare Network which offers a continuum of care within our Psychiatric Network, Eating Disorder Network, including inpatient, intensive residential, partial hospitalization, and intensive outpatient services nationwide.

Join our team!  Be part of our amazing vision of changing lives empowering each client's inherent strengths making a difference in countless lives, while being part of a larger nationwide network that is growing each day!

What we offer

• Team driven culture based on our 5 Star Service Commitment
• Multiple Development Pathways
• Company Supported Continuing Education & Certification
• PPO & HDHP Health Plan Options
• Flexible Dental & Vision Plan Options
• 100% Company Paid EAP Emotional Well-Being Support
• 100% Company Paid Critical Illness (with health enrollment plan)
• 100% Company Paid Life & ADD
• 401K with Company Match
• Company-Sponsored HSA, FSA, & DSA Tax Savings Accounts
• Six Annual Paid Holidays Plus One Floating Holiday
• Generous Team Member Referral Program

Position Summary

The Office Coordinator provides customer service and support for day-to-day operations for our outpatient behavioral health center offering intensive outpatient and partial hospitalization programming.  Position is responsible for client relationship management, facilitating client intake/admissions process, medical records management, quality assurance, facility management, and supporting administrative functions, including various reporting.

Essential Responsibilities

• Exemplifies our 5 Star Service to clients, team members, referents, and families.
• Greets clients and guests in a warm and welcoming manner.
• Ensures facility is clean, safe, and well presented.
• Conducts medical records activities in a highly confidential manner consistent with both clinical needs and other documentation requirements.
• Facilitates communications with the admissions team, Executive Director, and clinical team as needed for each admission.  
• Assists with the admissions process, creates client's medical record, and provides new client orientation.
• Tracks and maintains a variety of reports in a timely and accurate manner.
• Ensures all required safety inspections and other tasks required for licensure are completed within regulatory guidelines.
• Responsible for tasks associated with maintaining phone system and IT equipment utilizing help desk staff.

Education and Experience

Position requires a High School degree or equivalent in combined education and experience, Bachelor's degree preferred, and a minimum of two years of administrative experience in a behavioral health or medical setting.  Knowledge of behavioral health terminology and experience with Salesforce CRM or other client relationship management software preferred. Experience working with physicians, therapists, and other clinicians strongly preferred.

Skill Competencies

              Demonstrates knowledge of and adherence to confidentiality standards, including HIPAA.

              Demonstrates a high level of customer service.

              Demonstrates a high level of attention to detail.

              Demonstrates excellent verbal and written communication skills.

              Demonstrates proficiency with Microsoft Office Suite, and other software platforms.

              Demonstrates alignment with company mission, 5 star service and treatment philosophy.

Pasadena Villa Outpatient provides equal employment opportunities without regard to race, color, creed, ancestry, national origin, ethnicity, sex, gender, sexual orientation, marital status, religion, age, disability, gender identity, genetic information, service in the military, or any other characteristic protected under applicable federal, state, or local law. Equal employment opportunity applies to all terms and conditions of employment. Pasadena Villa reserves the rights to modify, interpret, or apply this job description in any way the organization desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. Reasonable accommodations may be made to reasonably accommodate qualified individuals with disabilities. This job description is not an employment contract, implied or otherwise. The employment relationship remains "At-Will."