Program Coordinator II

CCSWW•Seattle, WA

6d•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 throughout King County. The Program Coordinator II provides a primary access point for current and prospective clients seeking behavioral health treatment, with 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 team members. The role manages psychiatric-provider calendars and availability; maintains scheduling and referral information; addresses barriers to attendance; and facilitates appointment-related communication. It also includes outreach and engagement, crisis response and de-escalation, front-desk triage, and general clinical-site support. Work is performed under the supervision of the Site Director or Clinical Manager, in close collaboration with the Lead ARNP. The position supports CReW programming at 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.–5:00 p.m. This is a full-time, non-exempt, 40-hour-per-week position. The posting lists starting compensation as $32.76, plus differential of experience; the overview separately lists $27.27.

Requirements

Associate degree or certification in a social services field.
One year of clinical experience in social services or community settings.
Computer proficiency, or the ability to quickly learn and master Microsoft products including Teams, Planner, Outlook, and SharePoint Lists, as well as behavioral health electronic health record systems.
Demonstrated 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 skills.
Successful completion of required background checks before an offer of employment.
Ability to work independently and as part of a highly collaborative team.
Ability to support and uphold the mission, beliefs, and values of Catholic Community Services and Catholic Housing Services.
Ability 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 individuals experiencing homelessness at CCS shelter and housing programs through a routine presence in client settings and coordination with shelter staff.
Provide crisis de-escalation and risk assessment for clients or residents as needed, and advocate with emergency responders, crisis-response professionals, detox services, and involuntary treatment services when more intensive support is needed.
Consult with and support staff and clients in developing trauma-informed and harm-reduction interventions to reduce risks of harm to clients or others during increases in behavioral health symptoms.
Coordinate initial psychiatric evaluation scheduling after required referrals and clinical review are complete.
Review scheduling requests for required administrative information before appointments are scheduled.
Match clients with the appropriate provider, location, and appointment type according to psychiatric-team instructions.
Schedule psychiatric evaluations for the duration and modality specified by the program and communicate appointment details to clients and relevant treatment-team members.
Coordinate rescheduling of canceled or missed appointments and maintain program scheduling queues, task lists, or other tracking tools.
Escalate urgent scheduling needs or questions to the designated psychiatric team member so appointment plans can be informed by clinical assessment.
Schedule routine medication-management follow-ups according to provider instructions and program parameters; assist clients with scheduling, rescheduling, and confirming appointments.
Provide clients with telehealth links and instructions and help troubleshoot platform functionality.
Monitor provider schedules for openings, cancellations, conflicts, and opportunities to improve access.
Coordinate scheduling communications among clients, primary clinicians, psychiatric providers, and support staff.
Conduct appointment reminders and outreach as assigned through texts, calls, emails, collateral contacts, 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 or emergency service providers.
Relay needs for supplies, furniture, storage containers, or security items 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 area and comply with CCSWW policies and procedures for safeguarding client Protected Health Information in all forms.