Executive Administrative Coordinator

The Willow Center • Brownsburg, IN

3d

About The Position

This role serves as an Executive Administrative Coordinator, focusing on supporting the CEO and ensuring smooth office operations. The position involves managing executive schedules, coordinating communications, organizing events and travel, and maintaining critical documentation. A significant part of the role includes administrative coordination for staff, including training and compliance tracking, as well as KPI reporting and supporting accreditation readiness, particularly for CARF. The ideal candidate will have a strong understanding of healthcare or regulated clinical settings, experience with EHR systems, and a high level of discretion and organizational skill.

Requirements

• 3+ years of executive or administrative coordination experience, ideally supporting an owner, CEO, or C-suite leader.
• Experience in a healthcare, behavioral health, or other regulated clinical setting.
• Working understanding of CARF accreditation — the standards structure, survey cycle, and documentation expectations — or direct prior experience supporting a CARF, Joint Commission, or comparable accreditation process. This is a core requirement of the role, not a nice-to-have.
• Hands-on experience with an EHR/EMR system; direct KIPU experience strongly preferred, or demonstrated ability to learn clinical software quickly.
• Working knowledge of HIPAA and comfort handling protected health information (PHI) appropriately.
• Strong written communication skills and high attention to detail — this role manages documents that go to regulators, payers, and accreditation surveyors.
• Strong people skills, comfortable facilitating sensitive conversations with employees.
• Proficiency in Microsoft Office/Google Workspace; comfort building simple reports and tracking spreadsheets.

Nice To Haves

• Bachelor’s Degree
• Direct KIPU experience (vs. another EHR).
• Prior experience directly preparing a program for a CARF survey (assembling the survey binder, coordinating surveyor interviews, or drafting a Quality Improvement Plan response).
• Familiarity with substance use/mental health regulatory frameworks (42 CFR Part 2, state behavioral health licensing).
• Experience in a small or lower-middle-market healthcare practice, where the role wears multiple hats.

Responsibilities

• Manage the CEO's calendar, scheduling, and meeting logistics, prioritizing competing demands.
• Serve as the point of contact for internal staff, vendors, referral sources, and external partners on the CEO's behalf.
• Draft, proofread, and manage correspondence, and internal communications.
• Coordinate travel, off-site meetings, and organization-wide events as needed.
• Maintain organized digital and physical filing systems for contracts, policies, licenses, and leadership documents.
• Track action items and deadlines across the leadership team and follow up to ensure completion.
• Support office operations: supply ordering, facilities coordination, and vendor management.
• Track staff certifications, background checks, and continuing education requirements; flag upcoming expirations to leadership.
• Maintain policy and procedure document control — version tracking, update drafting, review cycles, and staff acknowledgment records, aligned to CARF's annual standards manual updates.
• Support incident reporting and grievance documentation processes, routing items to the appropriate clinical or compliance lead.
• Assist in the administrative coordination of staff members, providing consultation to leadership on staff strengths assessments, program assignments and outcomes, experience survey results, and opportunities for growth.
• Assist in the administrative coordination of recruitment, onboarding, and in particular, administrative training of new staff members.
• Own recurring reporting out of the EHR: census, admissions/discharge, utilization review, and outcomes reports for leadership and payers.
• Build and maintain standard KPI report templates and dashboards for operational and compliance review.
• Pull and QA data for monthly/quarterly leadership reporting — flag inconsistencies or documentation gaps back to clinical staff.
• Assist with data pulls needed for billing/RCM reconciliation, payer audits, and accreditation reporting.
• Maintain a working understanding of internal database software programs and tools, and updates/releases relevant to reporting workflows.
• Assist other leaders with CARF accreditation readiness administratively: maintain the document library required under CARF's Business Practices standards (governance, financial planning, risk management, accessibility, input from persons served), track the 3-year survey cycle, and keep evidence organized between surveys — not just in the weeks before.
• Assist with maintaining the broader compliance calendar: state licensing renewals, other accreditation deadlines (i.e. State agency licensing), staff credentialing, and required trainings.
• Organize and maintain documentation for HIPAA, 42 CFR Part 2, and state behavioral health regulatory requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive