Mental Health Program Operations Coordinator

Seeking an experienced professional to coordinate billing compliance reporting and administrative operations for a growing Behavioral Health department. This position supports program leadership oversees regulatory and licensing requirements manages data and billing systems and helps ensure efficient program operations.

POSITION SUMMARY:

The Mental Health Program Operations Coordinator provides administrative operational compliance and billing support for all Mental Health Programs. This position serves as a central resource to the Directors of Mental Health Programs and the Vice President of Behavioral Health Services coordinating program operations compliance initiatives licensing preparation data management billing processes reporting and special projects.

The Coordinator oversees projects that support program fidelity and ensure compliance with regulatory funding and licensing requirements. Responsibilities include monitoring program documentation managing billing and reimbursement processes coordinating administrative functions supporting quality improvement efforts preparing reports and facilitating communication among internal and external stakeholders. This position plays a key role in maintaining efficient program operations and supporting the continued success and sustainability of Mental Health Services.

RESPONSIBILITIES:

1. Demonstrate and promote the mission vision and values of Westmoreland Community Action and the Mental Health Programs.
2. Coordinate and oversee program billing reimbursement authorization and payment processes to ensure accuracy compliance and timely submission.
3. Serve as administrator for program data and billing systems ensuring data integrity accuracy and adherence to reporting requirements.
4. Monitor and maintain documentation required for licensing audits regulatory compliance funding sources and reimbursement activities.
5. Lead and coordinate compliance-related projects that support program fidelity and ensure ongoing adherence to federal state county and agency requirements.
6. Assist the Directors of Mental Health Programs and Vice President of Behavioral Health Services with operational planning administrative functions strategic initiatives and special projects.
7. Coordinate office operations meeting scheduling purchase orders vendor communication and other administrative activities that support efficient program operations.
8. Prepare analyze and submit required program reports performance data grants and outcome measures within established deadlines.
9. Develop update and maintain program policies procedures forms manuals and related documentation to ensure regulatory compliance and operational consistency.
10. Provide training and technical assistance to staff regarding billing systems documentation requirements data collection processes and compliance expectations.
11. Collaborate with Human Resources and program leadership to ensure employee documentation onboarding requirements and licensing-related records remain current and compliant.
12. Serve as a liaison with funding sources regulatory agencies vendors community partners and internal departments regarding operational and administrative matters.
13. Assist with program events staff trainings quality improvement activities and organizational initiatives.
14. Provide operational support and staff coverage as needed to maintain continuity of services.
15. Maintain confidentiality and compliance with HIPAA agency policies and all applicable regulations.
16. Perform other duties as assigned.

Westmoreland Community Action (WCA) is a non-profit organization that works to connect individuals and families to opportunities and resources throughout the community to improve their quality of life and help to reduce poverty in the community. This is accomplished through housing counseling support education intervention collaborations partnerships information referrals and networking.

**Please be sure to officially apply online at: EXPERIENCE AND/OR SKILLS:

1. Associate degree in business administration healthcare administration human services or related field preferred. Equivalent experience may be considered.
2. Minimum of two (2) years training and/or experience in data collection billing administrative support office coordination or program operations. Experience in mental health or human services field preferred.
3. Experience entering and managing data within web-based database systems.
4. Ability to identify gaps or errors in quantitative data within program statistics and billing statements and make recommendations for adjustments to improve data quality.
5. Ability to assess qualitative data and case examples to shape data assessment goals and program logic models.
6. Strong organizational skills with ability to manage multiple projects deadlines meetings and administrative tasks simultaneously.
7. Ability to maintain professional communication and working relationships with staff leadership funding sources vendors and community partners.
8. Ability to communicate effectively orally and/or in writing preferred.
9. Proficiency in Microsoft Office programs including Word Excel Outlook and Teams.
10. Basic typing skills. (40 wpm)
11. Must possess valid PA drivers license and meet agency insurance requirements.

REQUIREMENTS NECESSARY TO SAFELY PERFORM THE ESSENTIAL FUNCTIONS OF THE POSITION

Physical requirements - Push/pull lift/move up to 25 pounds.

Manual dexterity - Perform moderately difficult manipulation - typing filing writing.

Coordination - Perform tasks which require foot and/or hand/eye coordination - driving a car typing data entry.

Mobility - Walk stand sit for prolonged periods of time drive.

Speech - Articulate with extreme accuracy - employee/client relations phone contact.

Vision - Read small print drive a car.

Hearing - Receive verbal instructions answer phones intercom communicate with employees.

Concentration - Able to concentrate on fine detail with some interruption.

Attention span - Able to attend to task function for more than 60 minutes.

Conceptualization - Able to understand and relate to theories behind several related concepts.

Memory - Able to remember multiple verbal and written task assignments given at beginning of a period extending over long period of time.

Environment Conditions - Indoor work.

Starting rate: $24.00/hour

Full-time Benefits:

• Employer-employee cost share of paid dental vision life insurance short-term disability and long-term disability polices
• ICHRA health plans Using an allowance choose the best plan for you
• 16 paid holidays
• 10 days of vacation in first year of employment
• Sick time
• 8% retirement match after 1 year and 1000 hours of service
• Mileage reimbursement
• Time and a half for holidays worked.
• Shift differential for evening and overnight shifts.

Westmoreland Community Action (WCA) is committed to recruiting and retaining a diverse workforce that reflects our community and those that we seek to serve. If you in good faith believe that you are qualified to succeed in this position we encourage you to apply. Please include a cover letter to tell us about your unique qualifications for the position. Our hiring manager will review your application and if interested will contact you regarding next steps.

**Please be sure to officially apply online at: Description