Join Our Team!
Mind & Mane, LLC is a growing behavioral health organization dedicated to providing compassionate, high-quality mental health and substance use services throughout North Carolina. We are seeking an experienced, organized, and motivated AdministrativeCoordinator to oversee our front office operations and administrative team while ensuring an exceptional experience for every client we serve.
If you are a strong leader who thrives in a fast-paced healthcare environment, enjoys problem-solving, and has a passion for helping others, we would love to meet you!
Position Summary
The Administrative Coordinator serves as the leader of our administrative department, ensuring the efficient day-to-day operation of the front office while supervising administrative staff. This position plays a critical role in client access to care by overseeing referrals, intake coordination, scheduling, insurance verification, medical records, and administrative workflows.
The Administrative Coordinator supervises:
- Three (3) Administrative Staff
- Two (2) Behavioral Health Technicians
This position also works closely with therapists, peer support specialists, qualified professionals, nurses, and leadership to ensure clients receive timely, coordinated, and exceptional care.
Responsibilities
Leadership & Team Management
- Supervise, coach, mentor, and support administrative staff and Behavioral Health Technicians.
- Conduct regular team meetings and provide ongoing training.
- Monitor employee performance and provide constructive feedback.
- Assist with onboarding and training new administrative employees.
- Foster a positive, professional, and collaborative work environment.
- Resolve client concerns and administrative issues professionally.
Administrative Operations
- Oversee daily front desk operations.
- Ensure efficient client check-in and check-out procedures.
- Monitor referral workflow from referral through admission.
- Coordinate new client intakes and assessments.
- Manage executive and provider calendars.
- Ensure appointment schedules remain accurate and optimized.
- Oversee insurance verification and authorizations.
- Monitor incoming phone calls and ensure excellent customer service.
- Maintain organized physical and electronic filing systems.
- Review documentation for completeness and accuracy.
- Prepare reports, correspondence, spreadsheets, and presentations.
- Proofread documents and maintain professional communications.
- Manage office supply inventory and coordinate equipment maintenance.
- Assist with bookkeeping and expense tracking using QuickBooks or similar software.
Client Services
- Deliver exceptional customer service to clients, families, referral sources, and community partners.
- Respond promptly to client concerns and inquiries.
- Ensure all client information remains confidential and HIPAA compliant.
- Support a welcoming, professional, and trauma-informed office environment.
Office & Compliance
- Monitor office workflows to improve efficiency.
- Assist leadership with administrative projects.
- Ensure administrative processes comply with company policies and regulatory requirements.
- Coordinate communication across departments.
- Support quality improvement initiatives.
- Maintain accurate administrative records and reports.
QualificationsRequired
- Associate's or Bachelor's degree in Business Administration, Healthcare Administration, Office Management, or related field (or equivalent experience).
- Minimum of 3 years of administrative experience.
- Minimum of 1 year of supervisory or leadership experience.
- Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Exceptional customer service skills.
- High level of professionalism and confidentiality.
- Ability to prioritize multiple projects in a fast-paced environment.
Preferred
- Experience working in behavioral health, mental health, medical, or healthcare settings.
- Experience supervising office staff.
- Knowledge of insurance verification and prior authorizations.
- Experience with Electronic Health Records (EHRs).
- Bilingual (Spanish preferred but not required).
Required Skills
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Google Workspace
- Calendar Management
- Data Entry
- Scheduling
- Multi-line Phone Systems
- Office Management
- Medical Records
- HIPAA Compliance
- Electronic Health Records (preferred)
- Customer Service
- Leadership
- Conflict Resolution
- Time Management
- Problem Solving
- Attention to Detail
What We're Looking For
The ideal candidate is:
- A positive and approachable leader
- Highly organized and detail-oriented
- Compassionate and client-focused
- Calm under pressure
- An excellent communicator
- A proactive problem solver
- Dependable and accountable
- Passionate about improving access to behavioral healthcare
Why Join Mind & Mane?
At Mind & Mane, LLC, we believe that exceptional client care begins with exceptional employees. We foster a supportive, collaborative workplace where every team member is valued and has opportunities to grow professionally. As we continue to expand, you'll have the opportunity to make a meaningful impact on our clients, staff, and community while advancing your career in behavioral healthcare.
If you're ready to help lead a team dedicated to changing lives, we encourage you to apply today!
Pay: From $25.00 per hour
Benefits:
- Flexible schedule
- Professional development assistance
- Referral program
Work Location: Hybrid remote in Louisburg, NC 27549
