Administrative Operations Coordinator

GAAMHA•Gardner, MA

About The Position

At GAAMHA, we exist to create a world where people can get help when they ask for it—no matter who they are. The Administrative Operations Coordinator plays a vital role in ensuring our administrative and program operations function smoothly and collaboratively. This role works directly under the Director of Administrative Services and serves as a central point of coordination across Outpatient Services (OPS), Community Recovery Services (CRS), Supportive Housing (SH), and Administrative departments. Reliability, consistency, and presence are essential, as this position supports multiple programs, staff, and the individuals we serve.

Requirements

Demonstrated reliability, professionalism, and commitment to consistent presence.
High school diploma or GED required; associate degree or relevant administrative training preferred.
Three (3) or more years of experience providing administrative or operational support; experience in healthcare, human services, or recovery-oriented nonprofit organizations is a plus.
Knowledge of intake processes, insurance verification, and medical billing is strongly preferred.
Proficiency with Microsoft Office and the ability to navigate multiple information systems and platforms.
Strong organizational, time management, and problem-solving skills.
Excellent written, verbal, and interpersonal communication skills with a person-centered, trauma-informed approach.
Valid driver’s license and reliable transportation required.
Ability to pass a background check including a CORI.

Nice To Haves

experience in healthcare, human services, or recovery-oriented nonprofit organizations is a plus.
Knowledge of intake processes, insurance verification, and medical billing is strongly preferred.
associate degree or relevant administrative training preferred.

Responsibilities

Serve as receptionist and greeter for GAAMHA Headquarters South Entrance, welcoming clients, families, and community partners with professionalism, warmth, and respect.
Manage incoming calls, route inquiries appropriately, and ensure timely follow-up across programs.
Conduct intakes and process referrals for Outpatient Services, Supportive Housing, and Community Recovery Services programs in collaboration with program staff and managers as needed.
Schedule, coordinate, and confirm appointments for OPS, as needed.
Enter and maintain accurate client and program data in GAAMHA’s Electronic Medical Records (EMR) and related systems.
Work in conjunction with the Business Manager to support billing workflows, claims submission, denial resolution, payment follow-up, and Accounts Payable Reconciliation.
Assist with confirming insurance authorizations and addressing billing or claim errors to ensure timely reimbursement.
Support provider credentialing and re-credentialing processes, ensuring documentation is accurate and up to date.
Provide comprehensive administrative support including correspondence, filing, data entry, reporting, and meeting coordination.
Assist with system maintenance, implementation, audits, and process improvements across GAAMHA platforms.
Maintain consistent attendance and punctuality, recognizing the critical nature of this role to daily operations.
Performs additional responsibilities, as delegated by supervisory personnel, to ensure the continuity of service delivery and the fulfillment of GAAMHA’s mission and organizational objectives.