Program Coordinator

Come join our life-changing team building hope, resilience and well-being as a Program Coordinator!

Shift Details: Full-time

• 40 hours/week

Compensation: $49,000-$52,000 annual salary

Location: ONSITE - Vona Center for Mental Health

• New Hope, MN

About the job:

The Program Coordinator is responsible for administrative tasks, working as a team with skilled administrative professionals, supporting the programs in the Behavioral Health Division including outpatient therapy, psychiatry, and mental health case management. This position will facilitate, coordinate and support the program functions by ensuring high quality processes to document, analyze, and support the activities of the division. This person will complete tasks, communicating with and assessing potential clients, and connecting them with both internal and external services.

Essentials:

Administrative Duties and Responsibilities:

• Provide high quality customer service to clients through the front desk day-to-day duties including answering phone calls, scheduling appointments, greeting/ checking clients in, making reminder calls, etc.

• Provide high quality support to programs and clinicians through back desk day-to-day duties including relaying accurate information, preparing charts, filing, entering client information into electronic systems, chart auditing, answering administrative questions, assisting in data collection and outcomes reporting, mailing, copying, scanning & faxing needs, maintaining supplies, organizing psychiatry and psychological testing schedules, etc.

• Provide high quality support to psychiatric prescribing providers including facilitating medication refill requests, triaging the care coordination work providers need to do, documenting and following up on calls regarding medication questions and side effect concerns.

• Collect, record, and report client insurance information. Complete insurance verification checks.

• Execute internal protocols for triaging mental health crises by phone or in person.

• Must be able to work regularly scheduled working hours.

• Maintain clinical records from intake through discharge. Ensure that all files comply with agency, state, federal and insurance compliance requirements.

• Work with other support staff to ensure all administrative duties for the division are completed and provide coverage for other administrative staff as needed.

• Respond to request Track data and run reports for records while following HIPAA privacy and security regulations.

• Develop and maintain relationships with program providers, program participants, and external providers to best support division programs and management team in evaluating programs and measuring outcome data.

• Promote team building and positive relationships between management and staff.

• Attend division and program staff meetings and develop and distribute meeting records.

• Coordinate scheduling, room arrangements, refreshments, and other support for meetings and trainings as needed.

• Coordinate special events for staff and program participants.

• Work with Operations Manager and other administrative staff during weekly meetings to make recommendations for overall better administrative support of the division.

• Assure program participant and employee privacy is maintained by being knowledgeable and following HIPAA privacy and security regulations.

• Assist in financial management duties including Accounts Payable and Accounts Receivable.

Program Coordination Duties and Responsibilities:

• Communicate with potential clients and complete referral paperwork.

• Take, process, and maintain records for program referrals.

• Assess needs of potential clients and new clients.

• Maintain knowledge of VOA services and community services.

• Collaborate, develop and maintain good working relationships with other service agencies, school and community resources and coordinate services with these agencies.

• Utilize available resources and make appropriate referrals.

• Represent the agency in a professional manner in the community.

• Keep necessary case notes documenting contact with program participant, family and collateral contacts.

• Track data and run reports

Job Highlights:

• Medical, Dental & Vision Insurance

• 403(b) Retirement Plan

• HSA & FSA Programs

• Employer Paid Life Insurance, Short-Term/Long-Term Disability

• Quality training, continuing career education and leadership programs

• Paid Time Off (Vacation, Holiday & Sick Days)

Required Qualifications:

• Bachelors degree or equivalent experience
• 2 years of experience with Microsoft Office Suite or ability to show proficiency.
• 2 years of experience in administrative support
• 2 years of experience working in a mental health or other healthcare setting preferred.

Language/Communication Skills:

• Ability to communicate effectively, both orally and in writing.

• Proficient in managing and interacting with providers of healthcare (mental health)

• Ability to work with a diverse population of individuals by using tact, diplomacy and flexibility.

• Strong communication skills

Mathematical Skills:

• Basic math skills are required for this position.

• Basic accounting principles.

About Us:

Volunteers of America MN/WI which serves as an affiliate of the Volunteers of America parent organization.

Volunteers of America Minnesota is a nonprofit health and human services organization that annually serves more than 25,000 children, adolescents and their families, older adults, students, persons with disabilities and special needs, and adults completing incarceration. Since 1896, we have helped people gain self-reliance, dignity, and hope.

Take pride in helping others and join us today!

At VOA, we celebrate sharing, encouraging and embracing diversity. Equal employment opportunities are available to all without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, parental status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. We believe that blending individual strengths and unique personal differences nurtures and supports our organizations' shared commitment to our mission and creates an inclusive and diverse environment where everyone feels valued and has the opportunity to do their personal best.