Administrative & Intake Coordinator

SUMMARY OF POSITION Reporting to the Sr. Director of Clinical Services and Program Innovation, the Administrative & Intake Coordinator oversees both administrative operations and intake functions for the Outpatient SUD Department in Santa Clarita. This role is responsible for front office management, intake screening, scheduling, and coordination of the full intake process, while also supporting clinical staff and maintaining key administrative workflows, including clinical documentation tracking. This position serves as the primary administrative lead for the site, providing guidance and support to administrative staff across multiple locations and ensuring consistency in intake and operational processes. The role also includes facility oversight for the Santa Clarita location. The Administrative & Intake Coordinator facilitates CO-Triage for all scheduled intakes, manages the intake calendar, and ensures timely access to services. This role is responsible for coordinating and facilitating the intake process, which may include initial clinical engagement, education, crisis support, and overall coordination of the patient’s episode of care within outpatient substance use disorder treatment. In collaboration with the clinical team, this position supports the assessment, planning, and coordination of care in alignment with evidence-based practices. It ensures compliance with county, state, and federal requirements. A strong emphasis is placed on maintaining a patient-centered approach that promotes engagement, recovery, and continuity of care. DUTIES AND RESPONSIBILITIES Clinical Counseling/ Intake Facilitate Intakes addressing addiction, co-occurring disorders, life skills, and recovery supports using evidence-based modalities such as CBT, MI, and relapse prevention strategies. Maintain proficiency in ASAM Criteria and actively contribute to individualized treatment planning, as reflected in the Intake documentation. Provide crisis intervention, psychoeducation, and relapse prevention planning tailored to patient needs. Support patients in building coping strategies, self-efficacy, and relapse prevention skills. Main male urine analysis collection point of contact for Phamatech clinical operations. Care Planning Coordinate patient admissions and SUD Levels of Care (LOCs), ensuring continuity of treatment. Collaborate with healthcare providers, mental health professionals, and social service agencies to promote integrated care. Assist patients in accessing supportive services such as housing, education, employment, and public benefits. Document referrals and follow-up to ensure patients successfully connect to recommended services. Documentation & Compliance Maintain accurate, timely, and clinically appropriate documentation in patient records, including progress/CO-Triage/Intake notes and other required reports. Ensure compliance with Medi-Cal, SAPC, DHCS, CARF, and Title 9/22 standards. Special Populations Provide culturally competent care that meets the needs of diverse populations including individuals experiencing homelessness, persons with co-occurring disorders (CODs), pregnant and parenting women (PPW), youth, LGBTQ+ individuals, and justice-involved individuals. Advocate for patients in legal, educational, and community settings, including preparing reports and letters of support. Collaborate with reentry programs and community agencies to support justice-involved patients reintegrating into the community. Clinic & Administrative Support Answer phones and route calls appropriately Schedule client appointments, follow-ups, and maintain calendar organization for clinical staff Conduct drug screenings and input results into internal and external systems (e.g., PCNX) Verify monthly Medi-Cal eligibility and update records accordingly Maintain and manage client files, forms, and documentation as required by SAPC and internal protocols Support data entry and file editing needs for internal projects and reporting Prepare and process daily clinic logs, including appointment tracking and service data summaries Operations & Inventory Order and maintain office and clinic supplies; track usage and manage vendor deliveries Coordinate with the Finance and HR department to place organizational supply orders and reconcile purchasing documentation Provide basic payroll-related support such as time sheet collection or check distribution Manage clinic inventory systems, equipment needs, and replenish testing supplies regularly. Staff Support & Leadership Support onboarding and training for new administrative staff at Van Nuys and Santa Clarita clinics Act as lead point of contact for Clinical Staff Assistants for daily questions, procedural clarification, and workflow consistency Assist with shift coverage and scheduling to ensure uninterrupted clinic support Contribute to quality assurance efforts related to front office operations and documentation standards Facility Oversight - Santa Clarita Serve as the primary contact for facilities maintenance, vendors, and repair scheduling Monitor building access, manage key distribution, and ensure adherence to safety procedures Track and manage facility-related purchases through company vendor accounts (e.g., Office Depot, Costco) Support emergency preparedness and maintain a safe, clean clinic environment Qualifications High school diploma or equivalent required; associate degree preferred 2+ years in administrative support or office coordination, preferably in a healthcare or behavioral health setting Familiarity with Medi-Cal, SUD treatment workflows, or SAPC documentation is strongly preferred Proficient in Microsoft Office, data entry, and electronic records systems Strong organizational skills with attention to detail and follow-through Comfortable working independently and across teams Bilingual (Spanish/English) preferred, not required Work Environment On-site role at Van Nuys clinic Monday-Friday schedule, with flexibility to support special projects or coverage as needed EXPERIENCE/QUALIFICATIONS Current registration as a SUD counselor with a DHCS-recognized certifying body (CCAPP, CADTP, or CAADE). Knowledge of ASAM criteria, DSM-5 substance-related diagnoses, and evidence-based treatment practices. Experience providing group and individual counseling services. Familiarity with Medi-Cal and county-funded treatment systems. Strong interpersonal, organizational, and communication skills. Culturally competent and trauma-informed approach to care. Proficiency in electronic health record (EHR) systems. High school diploma or equivalent required; associate degree preferred 2+ years in administrative support or office coordination, preferably in a healthcare or behavioral health setting Familiarity with Medi-Cal, SUD treatment workflows, or SAPC documentation is strongly preferred Proficient in Microsoft Office, data entry, and electronic records systems Strong organizational skills with attention to detail and follow-through Comfortable working independently and across teams Bilingual (Spanish/English) preferred, not required REQUIREMENTS Must pass DOJ and FBI background clearance. Valid California Driver’s License and reliable transportation may be required. TB clearance. Driving record acceptable for agency insurance coverage. Fire and Safety Training*. First Aid and CPR Certification*. Crisis Prevention Institute (CPI) Training. Training in Motivational Interviewing (MI), Cognitive Behavioral Interventions (CBI), and Trauma-Informed Care. (*Agency will provide or facilitate training as needed.) BENEFITS 100% Employer-Paid Medical, Dental, Vision, and Life Insurance; with option to buy up to Kaiser or Anthem PPO Incentive Compensation Program for exceeding productivity benchmarks Paid Time Off (PTO), Sick Leave, and federal paid Holidays Professional development and continuing education support PHYSICAL REQUIREMENTS To perform this job successfully, the employee must be able to perform all essential functions with or without reasonable accommodation. Approximately 50% of the time is spent sitting, with frequent walking, standing, and bending. Occasionally required to stoop, kneel, crouch, or crawl. Must be able to lift and/or move unassisted up to 20 pounds. #J-18808-Ljbffr