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Part-Time Behavioral Health Program Coordinator
3 months ago
BASIC FUNCTION OF POSITION:
The Behavioral Health Coordinator provides overview and scheduling responsibilities over the Behavioral Health and Wellness Program within UFA. Other responsibilities include intern program coordination, administrative support, clerical support, budgetary support, grant management/administration and office management.
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:
- 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.
- Monitors the Behavioral Health budget to provide accurate, current line-item balances; assists with purchasing for the program and reviews and reconciles monthly P-Card statements as needed for the program; follows all UFA purchasing procedures. Tracks grant expenses and submits reimbursement requests to the state or federal programs, developing and submitting quarterly performance reports as per grant requirements. Primarily responsible for managing any applicable federal, state, local and/or private grants awarded to the Behavioral Health Program.
- 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, data bases, 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.
- Under direction of the Health and Safety Battalion Chief and the Health and Wellness Officer, will coordinate or facilitate
- 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.
- Is responsible to record, transcribe, and distribute minutes for all related grant meetings.
- 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 which 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 of 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.
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