Administrative Coordinator / Case Management Support

Lutheran Social Services of Southern California•Santa Ana, CA

About The Position

The Administrative Coordinator/Case Management Support role serves as the first point of contact for clients and visitors, providing professional and compassionate service. This position combines front desk responsibilities with essential case management support, assisting clients in accessing services and resources, and supporting case managers in delivering comprehensive care.

Requirements

High School Diploma or equivalent; associate or bachelor’s degree preferred.
Minimum of 2 years in a administrative coordinator or administrative/case management support role, preferably in a healthcare or social services setting.
Completion of a 40-Hour Domestic Violence Counselor Training Course, as mandated. This certification is essential for providing support to clients affected by domestic violence and ensures compliance with state regulations.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Strong organizational and multitasking abilities.
Excellent verbal and written communication skills.
Ability to maintain confidentiality and handle sensitive information.
Familiarity with case management processes and community resources.
Empathy and awareness of appropriate boundaries.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. The ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
To perform this job successfully, an individual must have a very good knowledge of Word processing software and Excel spreadsheet software.
Clear California Driver’s License (Must allow DMV check before hire with monitoring throughout employment) a working vehicle and proof of current vehicle insurance as required in the driving policy.

Responsibilities

Maintain a professional and welcoming front desk environment.
Answer and direct phone calls, ensuring timely and appropriate responses.
Greet and assist walk-in clients, providing information and directing them to the appropriate staff or services.
Manage appointment scheduling and coordinate client visits.
Handle incoming and outgoing mail and packages.
Maintain the front desk area, ensuring it is clean, organized, and stocked with necessary supplies.
Monitor and manage office supplies inventory.
Assist with administrative tasks as needed, including data entry and filing.
Assist case managers in preparing and maintaining client files and documentation.
Help clients complete intake forms and necessary paperwork.
Schedule appointments and coordinate referrals to community resources.
Monitor client progress and update case managers on developments.
Ensure confidentiality and proper handling of sensitive client information.
Participate in case conferences and team meetings as required.
Provide general administrative support to the case management team.
Assist with client intakes and initial assessments under supervision.
Support case managers in gathering required documentation and ensuring completion of intake forms.
Provide follow-up contact to clients for scheduled appointments, check-ins, and referrals.
Track and log client service interactions and assist in maintaining client charts.
Support clients with navigating community resources by providing pre-vetted referral information.
Participate in team meetings, trainings, and client case reviews as appropriate.
Maintain strict confidentiality and adhere to HIPAA compliance standards.