Program Coordinator II

Ccsww•Seattle, WA

4d•Hybrid

About The Position

Catholic Community Services of Western Washington’s Counseling, Recovery & Wellness (CReW) Program is a licensed community mental health and substance use disorder treatment program serving adults with mental illness and/or substance use disorders across King County. The Program Coordinator II serves as a primary access point for current and prospective clients seeking behavioral health treatment, with a particular focus on psychiatric medication management. The position coordinates outpatient intake assessments, initial psychiatric evaluations, and ongoing medication management appointments, helping clients connect with services in a timely, welcoming, organized, and person-centered manner. The coordinator works closely with clients, referral sources, clinicians, psychiatric providers, nursing support staff, supervisors, and other CReW team members. Responsibilities include managing psychiatric providers’ calendars, maintaining accurate scheduling and referral information, addressing barriers to attendance, coordinating appointment-related communications, and helping resolve short-notice schedule changes. The role also supports front-desk triage and site operations, responds to crises as appropriate, and safeguards confidential client information in accordance with HIPAA and agency policies. The position supports CReW locations in downtown Seattle, Kent, Federal Way, and Bellevue. A flexible hybrid remote-work schedule with some in-person routines is offered. Work is generally expected during standard business hours, Monday through Friday, 8:30 a.m. to 5:00 p.m. The position works under the supervision of the Site Director or Clinical Manager and in close collaboration with the Lead ARNP.

Requirements

Associate degree or certification in a social services field.
One year of clinical experience in social services or community settings.
Computer proficiency or ability to quickly learn Microsoft products, including Teams, Planner, Outlook, and SharePoint Lists, as well as behavioral health electronic health record systems.
Creative problem-solving, community capacity-building, and collaboration skills.
Ability to prioritize and handle competing demands effectively in a fast-paced environment.
Clear and concise professional written and verbal communication.
Ability to work independently and as part of a highly collaborative team.
Ability to successfully pass required background checks before an offer of employment.
Ability to support and uphold the mission, beliefs, and values of Catholic Community Services and Catholic Housing Services.
Necessary attitudes, knowledge, and skills to deliver culturally competent services and work effectively in multicultural situations.

Nice To Haves

Experience in behavioral health and/or housing and shelter systems.

Responsibilities

Conduct outreach and engage people experiencing homelessness at CCS shelter and housing programs through routine presence in client settings and coordination with shelter staff.
Provide crisis de-escalation and risk assessments for clients or residents as needed.
Advocate with emergency responders, King County Designated Crisis Responders, Seattle Police Department, county-designated mental health professionals, detox services, and involuntary treatment services when more intensive services are needed.
Consult with and support staff and clients in developing trauma-informed and harm-reduction interventions to reduce risk of harm to clients or others.
Coordinate initial psychiatric evaluation scheduling after required referral and clinical-review steps are complete.
Review scheduling requests for required administrative information and match clients with the appropriate provider, location, appointment type, duration, and modality according to program instructions.
Clearly communicate appointment information to clients and relevant treatment-team members, and coordinate rescheduling after canceled or missed appointments.
Maintain psychiatric scheduling queues, task lists, and other program tracking mechanisms, and elevate urgent scheduling needs or questions to the designated psychiatric team member.
Schedule routine follow-up medication management appointments according to provider instructions and established program parameters.
Assist clients with scheduling, rescheduling, confirming appointments, and accessing telehealth platforms.
Monitor provider schedules for openings, cancellations, conflicts, and opportunities to improve access.
Coordinate scheduling-related communications among clients, primary clinicians, psychiatric providers, and support staff.
Conduct appointment reminders and outreach as assigned through texts, calls, emails, collateral contacts, and/or letters.
With data-entry staff support, track and report no-show rates and consult clinical team members about questions concerning repeated rescheduling.
Maintain accurate appointment information in the EHR and other approved scheduling systems.
Route clinical questions, medication concerns, refill requests, and treatment-change requests to the appropriate clinical or medical team member.
Serve as the primary point of contact for in-person, virtual, and telephone front-desk triage for a multidisciplinary behavioral health team.
When on site, greet walk-ins and scheduled visitors at the main clinic front desk and direct them to the appropriate or available clinician.
Participate in quarterly building safety committee meetings and provide input on facility or security issues that may pose risks to staff or clients.
Respond to medical and social crises and contact appropriate staff and/or emergency service providers.
Relay supply, furniture, storage, and security-item needs to program leadership and operations staff, and help ensure deliveries are promptly and neatly stored.
Perform other administrative duties as assigned.
Uphold privacy and security in a highly confidential, HIPAA-covered service environment and comply with CCSWW policies for safeguarding client Protected Health Information.