Administrative Assistant & Operations Manager
Arizona Community Support Services Inc. (AZCSS)
Position Overview
The Administrative Assistant & Operations Manager serves as the operational backbone of Arizona Community Support Services Inc. (ACSS). This position oversees the full admission and intake process, manages daily facility operations, coordinates resident services, leads community outreach efforts, and serves as the primary administrative authority under the direction of the Administrator.
This is a high-responsibility, high-visibility leadership role requiring exceptional organizational skills, professional maturity, independent decision-making abilities, and a strong understanding of Behavioral Health Residential Facility (BHRF) operations, AHCCCS regulations, managed care organization (MCO) requirements, and the mission of ACSS.
Key Responsibilities
Admissions & Intake
- Manage all referral, intake, and admission processes.
- Coordinate with hospitals, case managers, treatment providers, and referral sources.
- Review referral documentation for completeness and eligibility.
- Maintain admission tracking systems and resident records.
Facility Operations
- Oversee day-to-day administrative and operational functions.
- Ensure compliance with ACSS policies, procedures, and regulatory requirements.
- Maintain resident files, operational reports, and compliance documentation.
- Support audits, inspections, and quality assurance activities.
Resident Services Coordination
- Coordinate resident appointments, transportation, and community resources.
- Monitor resident needs and communicate with interdisciplinary teams.
- Assist with discharge planning and transition services.
Community Outreach & Business Development
- Build and maintain relationships with referral sources, hospitals, clinics, case managers, and community partners.
- Conduct outreach activities to promote ACSS services.
- Distribute facility information, availability reports, and marketing materials.
- Attend networking and community events as assigned.
Administrative Leadership
- Serve as the primary point of contact for operational matters.
- Assist the Administrator with strategic initiatives and special projects.
- Prepare reports, correspondence, presentations, and operational documentation.
- Support staff onboarding, training coordination, and scheduling activities.
Qualifications
- High School Diploma or GED required; Associate's or Bachelor's Degree preferred.
- Minimum 2 years of administrative, healthcare, behavioral health, or residential facility experience preferred.
- Knowledge of AHCCCS, behavioral health services, and residential care operations preferred.
- Strong organizational, communication, and problem-solving skills.
- Proficiency in Microsoft Office, Google Workspace, and electronic record systems.
- Ability to maintain confidentiality and professionalism.
- Valid Arizona Driver's License and reliable transportation preferred.
Skills & Competencies
- Leadership and initiative
- Professional communication
- Time management and multitasking
- Attention to detail
- Relationship building
- Regulatory compliance awareness
- Independent decision-making
- Customer service excellence
Pay: $18.00 - $20.00 per hour
Work Location: In person
