Administrative Operations Coordinator

CDAC Behavioral Healthcare, Inc.•Pensacola, FL

3d•Onsite

About The Position

To provide executive-level administrative and operational support to the CEO and Director of Quality Improvement in a manner that advances organizational effectiveness and compliance. This role is responsible for coordinating Board activities, supporting quality and accreditation efforts, overseeing office operations, and serving as the organization’s Safety Officer.

Requirements

High school diploma with a minimum of two (2) years of relevant administrative experience, including training in office management
Excellent communication, writing, and proofreading skills
Strong critical thinking and decision-making abilities
Exceptional organization and time management skills
Ability to work independently and manage multiple priorities in a fast-paced environment
Proficiency in Microsoft Office and technology systems
Experience coordinating meetings, logistics, and preparing official records/minutes

Nice To Haves

Experience in office management, facilities coordination, or administrative operations
Knowledge of workplace safety practices, emergency preparedness, or compliance frameworks
Experience in nonprofit and/or behavioral health settings

Responsibilities

Provide high-level executive administrative, operational, and office management support, including coordination of Board functions, oversight of office systems and workflows, and management of safety and emergency preparedness activities to ensure organizational efficiency and compliance.
Provide direct administrative support to the CEO and Director of Quality Improvement, including communication, scheduling, and coordination of organizational initiatives
Prepare, maintain, and organize records, reports, and documentation to support projects and programs
Manage internal and external communications on behalf of leadership
Coordinate meetings, conferences, and organizational events
Maintain Board schedules, records, and official documentation
Prepare Board agendas, minutes, and supporting materials; coordinate review and approval processes
Facilitate Board communications, notifications, and committee coordination
Assist with planning and execution of Board meetings, retreats, and special events.
Oversee daily office operations to ensure efficiency, organization, and a professional environment
Manage office systems, supplies, equipment, and vendor relationships (e.g., maintenance and service providers)
Coordinate facility needs, including maintenance, repairs, and workspace organization
Maintain centralized administrative systems, including filing systems, shared drives, and templates
Serve as a central point of contact for office-related needs and administrative coordination
Serve as the organization’s designated Safety Officer
Coordinate, maintain, and update the Emergency Preparedness Plan in alignment with regulatory and accreditation standards
Ensure availability and maintenance of safety equipment, including first aid supplies and AED/defibrillator
Coordinate and document safety drills and emergency response activities
Maintain incident reports and ensure timely documentation and follow-up
Monitor workplace safety practices and recommend improvements to leadership
Promote staff awareness and adherence to safety protocols
Assist with organizational licensure, contract compliance, and regulatory requirements (DCF, Managing Entity, COA)
Support implementation and monitoring of Council on Accreditation (COA) standards
Collaborate with the Director of Quality Improvement on data collection, reporting, and evaluation activities
Ensure documentation and reporting requirements are completed accurately and timely
Maintain strict confidentiality in compliance with HIPAA and organizational policies
Work collaboratively with administrative and leadership teams to support organizational goals
Participate in required meetings, trainings, and professional development activities
Support the organization’s Performance and Quality Improvement Plan
Complete required documentation, reports, and time sheets accurately and on time
Assist with special projects and additional duties as assigned