Office Coordinator (Syracuse, New York)

Charlie Health • Syracuse, NY

13d • Onsite

About The Position

Charlie Health is seeking an Office Coordinator to manage the day-to-day operations of its Syracuse, New York office and support delivery of behavioral health care. The role handles administrative paperwork for clinical operations, including payor and license applications, claims submissions, data entry, and reconciliation across systems, as needed. It also works closely with the Compliance team to ensure the office is equipped to support on-site behavioral health services.

This is a fully in-office position in Syracuse, Monday through Friday, 9:00 AM to 5:00 PM. The coordinator supports office operations, People Operations projects, IT needs, team events and meetings, and leadership projects. The role also supports admissions and clinical teams with patient data and chart maintenance, scheduling, attendance, correspondence, and other administrative work, while following applicable privacy and compliance practices, including HIPAA.

Requirements

• At least 2 years of experience in office coordination, administrative support, or a related role.
• Familiarity with administrative paperwork processes such as payor credentialing, license applications, claims submissions, and data entry; training will be provided for organization-specific systems.
• Comfort working alongside compliance or clinical operations teams in a regulated environment.
• Strong organizational skills and meticulous attention to detail.
• Strong interpersonal and communication skills and a collaborative style.
• Self-starter with an action-oriented approach and the ability to manage multiple tasks with shifting priorities.
• Authorized to work in the United States.
• Native or bilingual English proficiency.
• Available to work fully in-office in Syracuse, New York, Monday through Friday, 9:00 AM to 5:00 PM.
• Located within a reasonable commuting distance of Syracuse, New York.

Nice To Haves

• Experience in a healthcare or behavioral health organization.

Responsibilities

• Manage day-to-day office operations and maintain an organized, welcoming environment for staff and visitors.
• Process administrative paperwork that facilitates care delivery, including payor and license applications, claims submissions, data entry, and reconciliation across systems, as needed.
• Partner with the Compliance team to maintain the operational infrastructure needed to support on-site behavioral health services.
• Lead organizational projects within People Operations and across functions.
• Assist the IT team with issues as needed and support device storage and management.
• Plan events and team meetings to support company culture.
• Provide reliable information and assistance to team members and visitors.
• Support leadership with special projects.
• Review and accurately transfer patient data between Salesforce and medical records systems in accordance with protocols and standards.
• Maintain complete, current, and organized patient charts and records according to internal guidelines and regulatory requirements.
• Enter and update patient information in databases and electronic health records systems, monitor data integrity, and resolve discrepancies or errors.
• Provide administrative support to admissions and clinical teams, including scheduling appointments, organizing meetings, preparing documents, handling correspondence, and completing other assigned tasks.
• Perform attendance-related administrative tasks, schedule for various teams, and respond to team inquiries about workflows or technology.
• Follow compliance standards and regulations, including HIPAA, and established procedures for handling, storing, and disposing of data.
• Collaborate with admissions, clinical, and administrative staff to coordinate communication, patient care, and administrative activities.
• Participate in training and professional development related to care administration, data management, and compliance.

Benefits

• Comprehensive benefits for full-time, exempt employees.
• The total target base compensation is $18 to $22 per hour at commencement of employment; pay is determined individually based on factors including location, experience, expertise, and internal pay equity.
• Depending on the position, total compensation may include stock options and other Charlie Health-sponsored benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed