Office Coordinator (Male)

Hope Program, A Licensed Clinical Social Worker Professional Corporation • Capitola, CA

165d • Hybrid

About The Position

The Office Coordinator supports daily administrative and operational functions within a forensic mental health program serving justice-involved individuals. This role ensures smooth clinic operations, accurate recordkeeping, and effective communication between clients, clinicians, probation/parole agencies, and internal teams. The Office Coordinator plays a key role in maintaining compliance, supporting treatment delivery, and ensuring that every client interaction reflects professionalism, accuracy, and confidentiality. The ideal candidate is organized, proactive, and able to manage complex workflows in a fast-paced, compliance-driven environment.

Requirements

• High school diploma or equivalent.
• Minimum 2 years in an administrative or client service role, preferably in healthcare, behavioral health, or criminal justice environments.
• Must pass DOJ/FBI background check and possess a valid California driver’s license.

Nice To Haves

• Associate’s or Bachelor’s degree in Psychology, Criminal Justice, Social Work, or related field.
• Prior experience supporting CDCR, CASOMB, County Behavioral Health, or other forensic program contracts.
• HIPAA, CPR/First Aid, and trauma-informed care training preferred.

Responsibilities

• Coordinate daily front-office operations: greet clients, manage check-ins, schedule appointments, and maintain an organized and professional front desk.
• Manage client documentation: process intake paperwork, ensure records are accurately entered into the EHR system (e.g., TreatAnyone), and maintain both digital and physical files per HIPAA and agency standards.
• Facilitate communication: serve as the first point of contact for clients, clinicians, and justice system partners, responding promptly and professionally to inquiries.
• Support forensic program compliance: track documentation, coordinate and conduct urinalysis (UA) appointments, monitor completion of mandated forms, and prepare materials for audits and inspections (CASOMB, CDCR, County).
• Assist with financial and administrative tasks: collect and post payments, issue client statements, manage petty cash logs, and process service verification requests.
• Support clinical operations: coordinate clinician schedules, assist with group rosters and attendance tracking, and ensure office readiness for client services.
• Collaborate with operations and compliance teams: escalate facility, safety, or documentation issues promptly and support cross-departmental needs as directed by the Office Manager.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED