Office Coordinator

Position Title: Office Coordinator

Program/Location: Mobile Crisis Team/ San Luis Obispo

Position Summary

Mobile Crisis provides 24/7 crisis triage, dispatch, psychiatric placement and transportation coordination, and community-based mobile crisis response for people of all ages experiencing behavioral health crises in San Luis Obispo County. The program works across the behavioral health crisis system to identify the most appropriate response, coordinate timely crisis services and resources, and support trauma-informed, culturally responsive care in the least restrictive setting.

Under the direction of the Mobile Crisis Team Lead, the Office Coordinator provides administrative, data, communication, and operational support that helps the program function efficiently and meet County and contractual requirements. The position serves as a central coordination point for post-hospitalization appointment requests, recurring program reports, forms and supply readiness, vehicle and equipment tracking, program records, and other day-to-day administrative workflows. This is a non-clinical role that supports continuity, organization, and communication across Crisis Dispatch and Mobile Crisis Response.

Hours/ Salary Employee Perks:

Full-time, non-exempt position. 40 hours per week. Anticipated hiring range is $24.00-$25.00. Includes a generous individual benefits package that includes health, dental, vision, life, 403b retirement (with up to a 5% employer match) paid vacation/holiday time, paid sick time and a variety of helpful employee perks as well. (*Full Salary Schedule $24.00-$29.25 per hour).

Employee Perks:

A few of our helpful employee benefits include membership discounts to various local fitness centers. We offer years of service gift cards to businesses of your choice. We offer gift cards for walking, biking, or carpooling to work as well as 20% discount for shopping at our Growing Grounds Downtown Store/Nursey/ Farm. We host two employee appreciation events for employees and their families yearly. We practice Trauma Informed Care Principles, Guidelines for Collaborative Conversations, and encourage the use of pronouns. We mindfully promote equality, respect and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the fascinating characteristics that make us different! TMHA is also a pet friendly workplace (upon approval)!

Mission Statement:

Transitions Mental Health Association is a nonprofit organization dedicated to eliminating stigma and promoting recovery and wellness for people with mental illness through work, housing, community and family support services.

Organization Description:

Transitions – Mental Health Association is a leading non-profit agency committed to providing comprehensive mental health services and support to individuals and families by inspiring hope, growth, recovery and wellness in our communities. TMHA has decades of experience with teams of compassionate staff. TMHA is a driving force in improving mental health and wellness in our communities and a supportive and inclusive work environment that values diversity and individual contributions.

Responsibilities and Duties

• Support day-to-day operations of the Mobile Crisis Team.
• Upload billing and demographic information into the Electronic Health Record.
• Correct billing and documentation errors.
• Coordinate post-hospitalization appointment requests for eligible individuals returning to San Luis Obispo County following psychiatric hospitalization, using SmartCare and established County workflows as required.
• Serve as the primary administrative point of contact for post-hospitalization appointment communication with hospitals, County staff, behavioral health providers, program staff, and other authorized partners. Communicate appointment dates, times, and related follow-up information promptly and accurately.
• Maintain a post-hospitalization appointment tracker, monitor pending requests and outstanding information, document completion, and elevate barriers or time-sensitive concerns to the Mobile Crisis Team Lead or appropriate clinical staff.
• Run, compile, and prepare required monthly, quarterly, and other recurring program reports for San Luis Obispo County and TMHA. Maintain a reporting calendar, gather information from approved source systems and logs, review data for completeness, and route reports for review and submission within required timelines.
• Support program data quality by maintaining administrative logs and trackers, identifying missing or inconsistent information, and following up with appropriate staff so required program data are complete and current.
• Maintain an organized supply of current program forms and field documents, including crisis screening and data forms, WIC sections 5150 and 5585 forms, demographic sheets, safety planning materials, placement and transportation forms, and other County- or TMHA-required documents. Replace outdated forms when revised versions are issued.
• Maintain and restock staff work areas, field binders, program vehicles, and other designated locations with required forms, office supplies, and operational materials so staff have what they need for dispatch and field response.
• Maintain vehicle maintenance and readiness records, including mileage and service logs, scheduled maintenance, repair history, registration and insurance documentation, safety check records, and other required fleet documentation. 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 such as phones, chargers, computers or tablets, keys, safety equipment, and other program-issued items; assist with replacement, repair, and return processes as needed.
• Maintain current program contact lists, partner directories, hospital and psychiatric facility contacts, transportation vendor information, and other operational reference materials used by Dispatch and Response staff.
• Provide administrative support for staff onboarding and offboarding, including preparing orientation materials, coordinating requests for system or equipment access, maintaining administrative checklists, and helping track completion of required training and program onboarding tasks.
• Assist the Mobile Crisis Team Lead with maintaining training records, rosters, designation and credential tracking, meeting records, policy and procedure files, and other documentation needed for program operations, County monitoring, and audits.
• Coordinate program meetings and administrative follow-up, which may include scheduling, preparing agendas and materials, taking notes or minutes, maintaining calendars, and tracking assigned follow-up items.
• Support purchasing and routine financial administration by ordering approved supplies, maintaining receipts and purchase documentation, tracking recurring program expenses as assigned, and assisting with invoices or other administrative records.
• Monitor shared administrative communication channels, route messages to the appropriate staff, and support timely information flow between Crisis Dispatch, Mobile Crisis Response, Central Coast Hotline, County Behavioral Health, hospitals, and other approved partners.
• Maintain accurate, organized, and confidential records in accordance with HIPAA, County requirements, TMHA policy, and applicable privacy and documentation standards.
• Promote, encourage and maintain trauma-informed practices in all services and activities. Practice and promote, both individually and in team meetings, TMHA’s Guidelines for Collaborative Communication in order to facilitate clear, empathetic and person-centered communication.
• Assist with special projects, process improvement, program implementation activities, and other administrative or operational duties assigned.
• Other duties as assigned by the Mobile Crisis Team Lead or TMHA leadership.

Job Environment

• This is primarily an office-based, non-clinical coordination position supporting a program that operates twenty-four (24) hours a day, seven (7) days a week, 365 days a year. The regular schedule is expected to be primarily Monday through Friday, with occasional schedule flexibility based on reporting deadlines, urgent appointment coordination, training, or operational needs.
• Frequent use of computers, telephones, electronic health records, spreadsheets, databases, shared drives, reporting tools, and other communication and administrative systems.
• Moderate to substantial physical activity. May include moving or lifting up to 50 lbs.
• Regular communication with hospitals, County staff, behavioral health providers, transportation vendors, TMHA staff, and other community partners, including communication involving sensitive or time-sensitive information.
• Some local driving may be required for vehicle maintenance coordination, supply needs, document delivery, or other program operations. Routine client transportation is not an expected function of this position.
• Involves moderate risks that require safety precautions and the risk of exposure to potentially intense situations.
• The position is not responsible for clinical assessment or crisis intervention.
• Requires strong organization, attention to detail, and the ability to manage multiple deadlines and competing priorities in a fast-paced program environment.

Supplemental Information:

This Job Description is a guideline reflecting the primary activities associated with this position; it is not intended to be an all-encompassing list of responsibilities, skills, efforts, or working conditions. TMHA retains the right to assign other related duties; change or modify this job description at any time.

Requirements

Minimum Requirements

• High school diploma or equivalent required. Associate or bachelor's degree in business administration, healthcare administration, human services, public administration, or related field preferred.
• At least two years of administrative, program coordination, healthcare, behavioral health, human services, or other relevant office experience preferred. An equivalent combination of education and experience may be considered.
• Demonstrated experience with data tracking, spreadsheets, recurring reports, records management, or other detail-intensive administrative work.
• Strong computer skills, including proficiency with Microsoft Office applications and the ability to learn and effectively use SmartCare, dispatch software, call systems, databases, spreadsheets, and other technology required for program operations and reporting. Experience with electronic health records, healthcare databases, or reporting systems preferred; experience with SmartCare is a plus.
• 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.
• Well defined organizational and time management skills.
• Strong follow-through, prioritization, and problem-solving skills, with 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 to 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 to the appropriate person.
• Ability to handle intense situations, display good judgment and decision-making skills, and remain calm and clearheaded under pressure.
• Able to work effectively with a variety of people and personality types regardless of age, ethnicity, race, religion, sexual orientation, gender identity/expression or socio-economic level
• Ability to possess and maintain good physical and mental health.