Part-time Behavioral Health Program Coordinator

Job Description

Job Description

BASIC FUNCTION OF POSITION:

The Behavioral Health Coordinator provides administrative, scheduling, referral, and care coordination support for the Behavioral Health and Wellness Program within UFA. Working under the direction of the Health and Safety Battalion Chief, the position serves as a central point of contact for behavioral health resource requests, assists with program eligibility and utilization tracking, coordinates referrals and follow-up activities, and supports the overall administration of the program through budget management, records management, and general office support.

SUPERVISION RECEIVED:

The Behavioral Health Coordinator works with minimal supervision, under the direction of the Health and Safety Battalion Chief and the Health and Wellness Officer.

SUPERVISION EXERCISED:

None

PRINCIPAL RESPONSIBILITIES:

• Receives and coordinates incoming requests for behavioral health and wellness resources from employees, retirees, family members, and other individuals seeking assistance; assists individuals in navigating available services and facilitates referrals to appropriate resources, including the Employee Assistance Program (EAP), Behavioral Health and Wellness Officer, peer support team, external clinicians, insurance-based providers, and community resources.
• Works in collaboration with the Health and Wellness Officer and Health and Safety Battalion Chief to verify program eligibility, coordinate authorizations, track utilization, and ensure behavioral health resources are provided in accordance with UFA policy, program guidelines, and applicable laws.
• Manage scheduling and program coordination for individuals utilizing Behavioral Health and Wellness Program services; maintain referral and treatment tracking systems, assist with follow-up communications, and support coordination between participants, clinicians, and program staff.
• Proactively coordinates meetings and schedules, ensuring supporting documents are received and accessible.
• Prepares a wide variety of correspondence and reports for the Behavioral Health Program; reviews incoming correspondence and initiates replies as appropriate; routes matters requiring action by staff or other clinicians and follows up to ensure actions are complete.
• Seeks out grant opportunities to support the Behavioral Health Program; completes grant applications and monitors compliance with grants awarded.
• Coordinates travel of Behavioral Health employees in collaboration with UFA's Travel Coordinator and in compliance with UFA travel policy
• Performs computer work related to word processing, spreadsheets, databases, and other computer programs.
• Performs basic financial functions such as purchasing, billing, collection, and reconciliation of bank statements.
• Maintains files for correspondence, records, reports, and other documents.
• Oversees and coordinates all record keeping regarding peer support meetings, trainings, and callbacks.
• Assists the Health and Safety Battalion Chief in planning, administering, managing, and tracking the Behavioral Health budget. Is primarily responsible for generating and tracking material request forms. Maintains a running ledger of expenditures made. Reconciles the budget balances with UFA Finance Division periodic budget reports.
• Solicits and evaluates new and existing vendors for quality, responsiveness, and efficiency; seeks competitive pricing from various vendors or clinicians as needed.
• Performs other duties of a similar nature or level.

TYPICAL DECISIONS:

• Exercises considerable independent judgment in performing tasks requiring advanced office skills.
• Uses knowledge of pertinent rules, policies, and procedures in the organization to perform tasks that may require in-depth research to complete.
• Sets priorities within assigned functions, relying on demonstrated experience and in-depth knowledge of billing procedure and program operations.

MINIMUM REQUIREMENTS:

• High school graduate or equivalent
• Valid Driver's License
• Two years of general office support experience, billing experience or a combination of related education (Business Management, Public Administration, Social Work, or Psychiatric-related fields) and experience

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge and Skills:

• Strong written and oral communication skills; flexible ability to learn and consistently interpret complex regulations; and solid personal organization and workload management skills.
• Familiar with common psychiatric or behavioral health and wellness resources and capabilities
• Working knowledge of basic budgeting, grant application processes, grant management processes, record keeping, and records storage practices.
• Standard office procedures as well as standard business etiquette and procedures. Knowledge of UFA and UFSA policies and procedures is expected.
• Business English grammar and language rules, proper spelling, and general accounting rules, as well as knowledge of office record-keeping, report preparation, and office organization.
• Extensive knowledge of software programs within the Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Publisher, and Internet Explorer, with the ability to learn other computer programs and technology efficiently and effectively as required.

Ability to:

• Operate all general office equipment, including copiers, printers, fax machines, digital cameras, and scanners.
• Meet expected deadlines with little direct supervision, while using effective judgment in interpreting or adapting guidelines and protocols to specific cases or problems.
• Promote a high-level of customer service and good public relations and demonstrate strong interpersonal skills with UFA employees, vendors, individuals from other affiliated organizations or the general public
• Expand basic points of information and create correspondence, reports, and presentations.
• Make decisions independently in accordance with established policies with only general instruction or guidance.
• Learn new processes independently with a willingness to invest time to learn and create new systems and processes in order to increase effectiveness and efficiency in the long term.
• Communicate effectively in English, both orally and in writing, and to express ideas clearly.

WORKING ENVIRONMENT:

Work is performed in a general office environment during routine office hours, Monday through Friday; however, after-hours and weekend work is possible. Work may include infrequent response to emergencies or behavioral health after action reviews to assist with logistical and/or administrative duties.

PHYSICAL AND MENTAL JOB REQUIREMENTS:

To perform the job successfully, an individual must be able to perform each of the essential job functions satisfactorily. This position involves periods of prolonged sitting and use of computer equipment. This position requires the physical and mental capabilities to read information printed on paper and displayed on computer monitors; hear, speak, and communicate verbally using the English language; cognitive thinking and mathematical calculation capabilities; manual dexterity to manipulate standard office equipment, papers, files, and records. This position requires occasional driving and the ability to lift up to ten (10) pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position is classified as a Category B position with regard to the Employee's Use of Mobile Phones policy.