Office Coordinator

Transitions Mental Health Asso•San Luis Obispo, CA

11d•$24 - $29•Onsite

About The Position

The Office Coordinator provides non-clinical administrative, data, communication, and operational support to the Mobile Crisis Team in San Luis Obispo. Under the direction of the Mobile Crisis Team Lead, this position supports program operations and helps meet County and contractual requirements. It coordinates post-hospitalization appointment requests, recurring reports, forms and supplies, vehicle and equipment records, program documentation, and other administrative workflows, supporting continuity and communication across Crisis Dispatch and Mobile Crisis Response. The position is primarily office-based and supports a program that operates 24 hours a day, seven days a week, year-round. Its regular schedule is expected to be primarily Monday through Friday, with occasional flexibility for deadlines, urgent coordination, training, or operational needs. The role regularly uses computers and administrative systems and communicates with hospitals, County staff, providers, vendors, TMHA staff, and community partners. Some local driving may be required; routine client transportation is not expected. The position is not responsible for clinical assessment or crisis intervention. Moderate to substantial physical activity may include moving or lifting up to 50 pounds. The work involves moderate risks requiring safety precautions and possible exposure to intense situations. Transitions Mental Health Association is a nonprofit dedicated to eliminating stigma and promoting recovery and wellness for people with mental illness through work, housing, community, and family support services. The organization describes its workplace as supportive and inclusive and promotes trauma-informed care, collaborative communication, equality, respect, and diversity.

Requirements

High school diploma or equivalent required.
Demonstrated experience with data tracking, spreadsheets, recurring reports, records management, or other detail-intensive administrative work.
Strong computer skills, including Microsoft Office proficiency and ability to learn and use SmartCare, dispatch software, call systems, databases, spreadsheets, and other program technology.
Strong interpersonal skills, collaborative work style, and strong oral, written, and communication skills.
Ability to communicate professionally and effectively with hospitals, government partners, behavioral health providers, vendors, staff, and community partners.
Strong organizational and time-management skills.
Strong follow-through, prioritization, and problem-solving skills, including the ability to maintain accurate records, manage multiple urgent and long-range priorities, and meet recurring deadlines.
Ability to handle confidential and protected information appropriately and follow HIPAA, agency privacy, and information security requirements.
Ability to work independently and flexibly.
Ability to recognize when follow-up is needed, identify administrative barriers or missing information, and elevate concerns appropriately.
Ability to handle intense situations, exercise good judgment, and remain calm and clearheaded under pressure.
Ability to work effectively with people of varied ages, backgrounds, identities, and socioeconomic levels.
Ability to possess and maintain good physical and mental health.
Ability to work well within a team and maintain a professional, respectful workplace attitude.
Willingness to work with supervisor oversight and direction.
Attendance is an essential function requiring face-to-face interaction with clients and/or other employees.
Ability to promote equality and respect diversity, and to deliver culturally responsive services.
Knowledge of dimensions of diversity, including mental health, gender, race, and ethnicity.
Must take reasonable safety precautions and adhere to applicable safety rules and practices.
Must be at least 18 years old, have a valid California driver's license, at least two years of driving experience, and a DMV record meeting TMHA's current vehicle insurance requirements; may need to use a reliable personal vehicle and maintain auto insurance.
Must comply with a TB assessment (and possibly a TB test) and obtain criminal record clearance through fingerprinting.
Must be able to successfully complete First Aid and CPR training.
The work may require seeing, hearing, speaking, stooping or bending, moving around and between offices, driving, climbing, lifting or carrying heavy items, computer use, pushing or pulling items, standing for long periods, working outside, and using hands and fingers.

Nice To Haves

Associate or bachelor's degree in business administration, healthcare administration, human services, public administration, or a related field.
At least two years of administrative, program coordination, healthcare, behavioral health, human services, or other relevant office experience is preferred; an equivalent combination of education and experience may be considered.
Experience with electronic health records, healthcare databases, or reporting systems is preferred; SmartCare experience is a plus.

Responsibilities

Support day-to-day operations of the Mobile Crisis Team.
Upload billing and demographic information into the Electronic Health Record and correct billing and documentation errors.
Coordinate post-hospitalization appointment requests for eligible people returning to San Luis Obispo County after psychiatric hospitalization, using SmartCare and established County workflows.
Serve as the primary administrative point of contact for post-hospitalization appointment communications and promptly convey appointment and follow-up information to authorized partners.
Maintain appointment trackers, monitor pending requests and missing information, document completion, and elevate barriers or time-sensitive concerns to the Mobile Crisis Team Lead or appropriate clinical staff.
Prepare monthly, quarterly, and other recurring program reports for San Luis Obispo County and TMHA; maintain a reporting calendar, check data for completeness, and route reports for review and submission on time.
Maintain administrative logs and trackers, identify missing or inconsistent information, and follow up with staff to keep program data complete and current.
Maintain current program forms and field documents, replacing outdated versions when revised forms are issued.
Restock staff work areas, field binders, vehicles, and other designated locations with forms, supplies, and operational materials.
Maintain vehicle maintenance and readiness records and coordinate routine maintenance and repairs with the Mobile Crisis Team Lead and appropriate vendors or TMHA staff.
Maintain inventories and assignment records for program equipment and operational assets, and assist with replacement, repair, and return processes.
Maintain current contact lists, partner directories, facility and vendor contacts, and other operational reference materials.
Support staff onboarding and offboarding by preparing orientation materials, coordinating system or equipment access requests, maintaining checklists, and tracking training and onboarding tasks.
Assist the Mobile Crisis Team Lead with training records, rosters, designation and credential tracking, meeting records, policy and procedure files, and documentation for operations, County monitoring, and audits.
Coordinate program meetings and follow-up, including scheduling, preparing materials, taking notes or minutes, maintaining calendars, and tracking action items.
Support purchasing and routine financial administration by ordering approved supplies, maintaining receipts and purchase documentation, tracking assigned recurring expenses, and assisting with invoices or other administrative records.
Monitor shared administrative communication channels, route messages, and support timely information flow among program teams and approved partners.
Maintain accurate, organized, and confidential records in accordance with HIPAA, County requirements, TMHA policy, and applicable privacy and documentation standards.
Promote trauma-informed practices and TMHA’s Guidelines for Collaborative Communication in services, activities, and team meetings.
Assist with special projects, process improvement, program implementation, and other assigned administrative or operational duties.
Perform other duties assigned by the Mobile Crisis Team Lead or TMHA leadership.