Program Administrative Coordinator

Changing Lives at Home Mental Health, Inc. is a dynamic and innovative Outpatient Mental Health Clinic dedicated to serving youth and adults experiencing behavioral health challenges or managing mental illness. We are committed to providing quality behavioral health services while maintaining compliance with Maryland regulations and industry best practices. We are seeking a Program Administrative Coordinator to support the daily administrative operations of our Outpatient Mental Health Clinic (OMHC), Psychiatric Rehabilitation Program (PRP), Substance Use Disorder (SUD), Health Home & Group Home.

Position Overview:

As the Program Administrative Coordinator, you will provide administrative and operational support to all programs, ensuring efficient daily operations, accurate documentation, and compliance with company policies and Maryland regulatory requirements. You will work closely with the Executive Director and administrative departments to support quality client care and overall program success.

Key Responsibilities:

Program Administration

• Provide administrative support to the Executive Director.
• Assist with the day-to-day administrative operations of all programs.
• Coordinate meetings, staff schedules, trainings, and program-related activities.
• Prepare correspondence, reports, meeting agendas, and other administrative documents.

Documentation & Records Management

• Maintain organized and accurate client, personnel, and program files.
• Monitor documentation for completeness and follow up with staff regarding missing or outstanding items.
• Assist with maintaining electronic health records (EHR) and program databases.
• Ensure records are maintained in accordance with company policies, HIPAA, The Joint Commisson standards and Maryland regulatory requirements.

Compliance & Quality Support

• Assist with program compliance, licensing, accreditation, and quality assurance activities.
• Organize documentation for audits, site visits, and regulatory reviews.
• Track required staff trainings, certifications, and compliance deadlines.
• Support continuous quality improvement initiatives.

Communication & Coordination

• Serve as a point of contact for administrative inquiries related to all programs.
• Coordinate communication with staff, clients, referral sources, and community partners.
• Assist with client referrals, admissions, transfers, and discharge documentation.
• Promote a professional and welcoming environment for clients, visitors, and staff.

Administrative Support

• Maintain office supplies and coordinate administrative resources for program operations.
• Assist with onboarding documentation, personnel files, and administrative projects.
• Perform general clerical duties, including filing, scanning, copying, and data entry.
• Perform other administrative duties as assigned.

Qualifications:

• Proven experience in an administrative, program support, or office coordination role.
• Experience in a healthcare, behavioral health, or human services setting is preferred.
• Must be computer literate and proficient in Google Workspace (Docs, Sheets, Drive, Gmail, Calendar) and Microsoft Office.
• Experience working with Electronic Health Record (EHR) systems is preferred.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• A proactive, positive, and team-oriented attitude.

Education and Experience:

• Associate's or Bachelor's Degree in Business Administration, Healthcare Administration, Public Administration, or a related field preferred.
• Minimum of two (2) years of administrative experience, preferably in a healthcare, behavioral health, or human services environment.
• Experience supporting regulatory compliance, documentation management, or program administration is preferred.

What We Offer:

• Competitive salary
• Comprehensive benefits package
• A positive and collaborative work environment
• Opportunity for professional development and growth