Position Summary
The Administrative Operations and Human Resources Coordinator is responsible for supporting the organization’s daily administrative, operational, staffing, and human resources functions. This position manages prior authorizations, maintains an organized and efficient office, supports marketing activities, answers and directs telephone calls, and assists with coordinating staff-related processes. The ideal candidate has behavioral health experience, strong organizational skills, excellent communication abilities, and proficiency in Microsoft Office and Google Workspace.
Essential Duties and Responsibilities
Prior Authorizations
- Submit and track prior authorization requests to insurance providers.
- Gather required clinical and administrative documentation.
- Monitor authorization dates, service limits, expirations, and renewal deadlines.
- Follow up on pending, denied, or incomplete authorization requests.
- Communicate authorization updates to clinical, billing, and administrative staff.
- Maintain accurate and confidential authorization records.
Office Management and Organization
- Coordinate daily office operations and maintain an organized workplace.
- Answer, screen, and direct incoming telephone calls professionally.
- Manage correspondence, calendars, meetings, office supplies, and administrative records.
- Develop and maintain electronic and paper filing systems.
- Monitor office needs and coordinate with vendors when necessary.
- Help ensure that office procedures are followed consistently.
- Protect confidential employee and client information.
Staff Organization and Human Resources Support
- Maintain organized employee personnel files and required documentation.
- Assist with recruitment, interview scheduling, onboarding, orientation, and offboarding.
- Track staff credentials, training requirements, evaluations, and document expiration dates.
- Maintain staff rosters, schedules, contact lists, and organizational records.
- Assist employees with routine administrative and human resources questions.
- Support leadership with staff communication and workforce coordination.
- Help ensure that personnel practices comply with organizational policies and applicable requirements.
Marketing and Community Outreach
- Assist with developing and distributing marketing and outreach materials.
- Maintain professional communications with referral sources and community partners.
- Support social media, email campaigns, community events, and promotional activities.
- Track referrals and assist with follow-up communications.
- Help promote the organization’s services within the community.
Technology and Administrative Support
- Prepare spreadsheets, reports, presentations, forms, and correspondence.
- Use Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
- Use Google Workspace, including Gmail, Drive, Docs, Sheets, Calendar, and Forms.
- Maintain accurate databases, shared files, and administrative tracking systems.
- Provide general administrative support to leadership and staff.
Minimum Qualifications
- High school diploma or equivalent required; associate or bachelor’s degree in business administration, healthcare administration, human resources, or a related field preferred.
- Previous experience working in a behavioral health or healthcare setting.
- Experience with prior authorizations, office administration, human resources support, or a related function.
- Proficiency in Microsoft Office and Google Workspace.
- Strong organizational, time-management, and recordkeeping skills.
- Excellent written and verbal communication skills.
- Ability to manage multiple responsibilities and meet deadlines with limited supervision.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Professional telephone etiquette and customer-service skills.
- Strong attention to detail and problem-solving abilities.
Preferred Qualifications
- Knowledge of behavioral health insurance authorization procedures.
- Familiarity with Medicaid, managed-care organizations, and electronic health record systems.
- Experience with employee onboarding, credential tracking, and personnel-file management.
- Experience with marketing, community outreach, or referral development.
Physical and Work Requirements
- Ability to perform duties in a professional office environment.
- Ability to use a computer and telephone for extended periods.
- Ability to occasionally lift and carry office materials weighing up to 20 pounds.
- Reliable attendance and the ability to manage changing priorities are required.
Equal Employment Opportunity
Our organization provides equal employment opportunities to qualified applicants and employees without discrimination based on any status protected by applicable law.
