Office Coordinator (Syracuse, New York)

Charlie Health • Syracuse, NY

15h • $18 - $22 • Onsite

About The Position

Charlie Health is seeking an Office Coordinator to manage day-to-day operations at its Syracuse, New York office and help facilitate care delivery. The role handles administrative paperwork supporting clinical operations, including payor and license applications, claims submissions, data entry, and reconciliation across systems, as needed. It partners with the Compliance team to ensure the office is operationally equipped to support on-site behavioral health services. This is a fully in-office position, Monday through Friday, 9:00 AM to 5:00 PM.

The coordinator also supports office organization and visitor experience, organizational projects across People Operations and other functions, IT issues and device management, team events and meetings, leadership projects, and administrative workflows for admissions and clinical teams. Duties include transferring and maintaining patient information and charts, scheduling, attendance tracking, correspondence, and compliance with privacy and data-handling requirements, 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; organization-specific systems training will be provided.
• 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 who is action-oriented and able 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, and located within a reasonable commuting distance.

Nice To Haves

• Experience in a healthcare or behavioral health organization.

Responsibilities

• Manage day-to-day office operations and maintain a well-organized, welcoming environment for staff and visitors.
• Process administrative paperwork supporting care delivery, including payor and license applications, claims submissions, data entry, and reconciliation across systems.
• Partner with the Compliance team to maintain the operational infrastructure required 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 the storage and management of devices.
• Plan events and team meetings to support Charlie Health’s culture.
• Provide information and workflow support to team members and visitors.
• Support leadership with special projects.
• Accurately review and transfer patient data between Salesforce and medical records systems, following established 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 promptly resolve discrepancies or errors.
• Provide administrative support to admissions and clinical teams, including scheduling appointments, organizing meetings, preparing documents, handling correspondence, and other assigned tasks.
• Perform attendance tracking and administrative and scheduling tasks 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 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.
• Stock options and other Charlie Health-sponsored benefits may be included, depending on the position.

What This Job Offers

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