Program Coordinator, True Life Recovery (Bilingual)

North County Lifeline•Vista, CA

About The Position

The Program Coordinator provides administrative support for TrueLife Recovery, an outpatient substance use treatment program serving youth ages 12–21 in North County. The position requires bilingual English/Spanish skills, and bilingual pay is available. The role supports program operations, documentation, billing, reporting, scheduling, and communication with clients, schools, community partners, and staff. The coordinator handles service requests, verifies client eligibility, schedules intakes, tracks program services and outcomes, and helps ensure billing and client records meet applicable program and Medi-Cal requirements. The role also provides word processing, document preparation, reception, supply ordering, spending and incentive tracking, and other administrative support. The position requires a collaborative, professional approach and knowledge of trauma-informed, client-driven, and culturally competent care. The tentative start date is January 4, 2027. Employment is contingent on successfully completing required screenings and clearances, including criminal background, driving record, tuberculosis, and drug checks. The employee must have reliable transportation and be willing to use a properly insured personal vehicle for work; mileage is reimbursed.

Requirements

Bilingual English/Spanish skills are required.
An associate degree or higher is required.
Strong knowledge and skill with Microsoft Word, Excel, PowerPoint, and Publisher, and the ability to work with Access databases.
Ability to type 50 words per minute.
Strong time-management, organizational, and attention-to-detail skills, with flexibility to manage multiple priorities and meet deadlines with minimal supervision.
Ability to take initiative and write and communicate professionally, with accurate spelling and grammar.
Ability to exercise discretion and independent judgment.
Ability to establish and maintain effective working relationships and collaborate with others.
Ability to work independently and demonstrate appropriate initiative.
Knowledge of trauma-informed, client-driven, and culturally competent care.
Reliable transportation, a California driver license, and a good driving record.
Willingness to use a personal vehicle for work that is properly insured and reliable; mileage is reimbursed.
Must successfully complete required employment screenings and clearances, including criminal background checks, driving record verification, TB screening, and drug screening.

Nice To Haves

Bachelor’s degree preferred but not required.
Some experience in behavioral health or substance use treatment preferred.
10-key by touch, Excel formulas, and ACCPAC knowledge are helpful.

Responsibilities

Receive telephone or email service requests from schools and community partners.
Verify client eligibility and schedule program intakes.
Run reports to track program billing and help ensure services are billable under Medi-Cal and program eligibility rules.
Review electronic and paper client files to ensure administrative paperwork is complete and correctly filed.
Assist with administrative tracking of program activities, services, and outcomes.
Complete assigned monthly and quarterly reports, including reports requiring Program Manager approval.
Participate in staff and stakeholder meetings, training, supervision, and other required agency and community meetings.
Order program office supplies.
Provide educational presentations to students about entry to the program.
Prepare correspondence, memos, charts, tables, graphs, reports, agendas, minutes, forms, and flow charts, ensuring final copy is accurate and clear.
Input or provide data for the Quarterly Status Report (QSR) and Staffing Status Report (SSR) for submission by the TLR Program Manager.
Create flyers, brochures, and other computer graphics; proofread copy for spelling, grammar, and layout and make appropriate changes.
Collaborate with the team on monthly medical coverage checks and help prevent billing errors.
Assist with tracking and monitoring program spending.
Maintain program-funded incentives and support, and assist with incidental client purchases when program staff are unavailable.
Maintain program files and develop and maintain an organized, HIPAA-compliant physical and electronic filing system for easy information retrieval.
Provide reception coverage as needed, including answering phones, greeting visitors, processing mail, and directing inquiries.
Complete other duties as assigned.