Operations Coordinator-School Based Therapy Programs

SUMMARY:
JOB The Business Operations Coordinator will play a crucial role in ensuring the smooth and efficient operation of the School Based Behavioral Health Team's activities. Responsibilities will encompass a wide range of administrative and logistical tasks, ultimately contributing to the team's ability to provide high-quality mental health services to clients. This position requires a combination of organizational skills, interpersonal communication, and a strong understanding of the mental health field.
SPECIFIC RESPONSIBILITIES:

• Coordinate with team leadership and therapists to ensure the smooth flow of information and support needs of the team in day-to-day operations.
• Support processing of incoming referrals for school-Based Therapy services. This will include review of referral details to determine next steps to needed to meet compliance standards prior to therapists scheduling intake, outreach to parents/guardians to facilitate needed paperwork is collected/completed, and coordination with referral sources as needed.
• Serve as a main point of contact for school personnel and other stakeholders. Screen calls and respond to, or route, routine inquiries from external or internal sources with appropriate correspondence or other messaging.
• Act as a point of contact for team members who need assistance or have concerns and escalate issues to supervisors and team manager as appropriate.
• Assist team leadership in tracking date related to performance of team members, including key performance indicators and metrics for progress toward team goals.
• Ensure that all administrative tasks related to client and employee information are conducted with the highest level of confidentiality and in compliance with relevant laws and regulations.
• Participate in quality assurance activities to maintain the highest standards of care.
• Schedule and coordinate team meetings, including setting up video conferences or physical meeting spaces as necessary. Prepare and distribute agendas, documents, and materials for team meetings. Take meeting minutes and ensure follow-up on action items.
• Maintain and organize important documents, such as policies and procedures, for the therapy team. Help manage and maintain a shared drive for the team's reference.
• Assist in the preparation of reports, presentations, and proposals as needed.
• Assist the team manager in managing various projects and tasks, including assigning responsibilities, tracking progress, and ensuring deadlines are met.
• Support team leadership in onboarding new team members by assisting with administrative tasks such as paperwork, orientation, and training coordination.
• Maintain and update the team's organizational chart and contact list.
• Collaborate with the team manager to identify opportunities for process improvement and contribute to the development of more efficient workflows and procedures.

This role description is a general description of the essential job functions. It is not intended to describe all the duties the School Based Therapy Operations Coordinator may perform.
KEY COMPETENCIES:

• Communication Skills

Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient's family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations, to ultimately provide the best care possible to our patients and their families.

• Decision Making

Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills, confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time.

• HealthCare Knowledge

Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate. This also includes keeping up with your licensure and yearly training requirements within your area expertise along with MAHEC's organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate.

• Interpersonal Skills

Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others.

• Organizational Values

Adherence to MAHEC's founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need.

• Problem Solving

Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. This helps to drive continuous improvement by thinking through where we can improve in a novel way. Measures success by understanding where we are currently and where we want to go and then applying those new ideas to affect positive change.
SPECIFIED SKILLS

• COMPUTER
  • Excellent skills in Microsoft Office including Word, Excel, PowerPoint, and database applications required.
  • Experience with Outlook, Teams, and Sharepoint for collaboration management.
  • Must function with advanced skills in a Medical Office Management software program.
• FOREIGN LANGUAGE
  • Spanish language skills preferred, but not required.

PHYSICAL DEMANDS

• Not Applicable.

SUPERVISORY RESPONSIBILITIES:
EDUCATION AND EXPERIENCE

• MINIMUM QUALIFICATIONS:
  • Four year degree, or Associate degree and three years relevant experience, or comparable combined education and/or experience required
  • Previous experience in a hospital/medical office/clinical environment required.
• PREFERRED QUALIFICATIONS:
  • Demonstrated ability to organize, document, and improve processes across diverse teams within a complex organization.
  • Skilled at documenting meeting minutes.
  • Experience in Behavioral Health highly preferred
  • Familiar with the operations of community mental health services, school-Based Therapy, and/or child and family therapy services.
  • Experience as a QP helpful

REQUIRED LICENSES:
N/A
SCHEDULE:
Regular attendance on-site is an essential function of this position. Typical business hours are Monday - Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend, holiday, or evening coverage is occasionally required. Work hours will need to be flexible in order to respond to special work assignments, or evening activities, as requested by the team leader.
POSITION COMPENSATION:
$21.35/hour
At MAHEC, we strive to equip all team members with Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive. MAHEC is a certified Living Wage employer through Just Economics of Western North Carolina.
All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption.
MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer. Black, Indigenous, People of Color and Spanish/English bilingual persons are strongly encouraged to apply. With this in mind, studies show that women, gender diverse, and BIPOC candidates are less likely to apply unless they meet all of the qualifications listed in the job description.
If you are interested in this role, and you have related experience and qualifications, we encourage you to apply or reach out to AskTalent@mahec.net for support in your job search process. You could be the talent we are seeking for this or other opportunities.