Program Coordinator

Position Summary

The Program Coordinator is responsible for coordinating programs, projects, and operational initiatives across multiple clinic locations. This position provides administrative and operational support to leadership while ensuring compliance with organizational, payer, and regulatory requirements. The Program Coordinator serves as a liaison between departments and stakeholders, supports authorization processes, monitors program performance, and assists with quality improvement activities.

The Program Coordinator plays a key role in supporting the Substance Use Disorder Health Home (SUD-HH) Program, Recovery Incentive (RI) Program, and other organizational initiatives throughout Therapeutics Clinics. This position is responsible for maintaining compliance standards, coordinating multi-site operations, and ensuring the timely completion of program deliverables.

Essential Duties and Responsibilities

Program and Operational Coordination

• Coordinate operational projects and initiatives across multiple clinic locations.
• Monitor workflows, deadlines, and program deliverables to ensure timely completion.
• Assist leadership with implementing new processes and organizational initiatives.
• Identify operational barriers and recommend solutions to improve efficiency.
• Support interdepartmental communication and collaboration.
• Maintain project tracking tools, spreadsheets, and reports
• Provide operational support to multiple clinic locations.
• Coordinate communication between clinic staff, administration, and leadership.
• Assist with staffing, scheduling, and workflow processes across sites.
• Monitor operational consistency and adherence to organizational policies and procedures.
• Support onboarding and implementation of new procedures across locations.
• Assist with special projects and organizational growth initiatives.

Authorization Management

• Coordinate and monitor authorization requests and renewals.
• Ensure authorizations are submitted accurately and timely.
• Track authorization expirations and follow up to prevent interruptions in services.
• Collaborate with counselors, providers, and administrative staff to obtain required documentation.
• Maintain authorization trackers and provide status updates to leadership.
• Ensure compliance with payer requirements and contractual standards.

Program Support

• Support daily operations of assigned programs, including SUD-HH, Recovery Incentive Program, and other organizational initiatives.
• Monitor enrollment and disenrollment processes.
• Ensure program documentation is completed accurately and within required timeframes.
• Track required encounters, outreach efforts, and program metrics.
• Maintain program trackers and reporting requirements.
• Coordinate with staff to ensure completion of required documentation and services.
• Support quality improvement initiatives and program performance outcomes.

Compliance and Quality Assurance

• Promote adherence to organizational policies, procedures, and regulatory standards.
• Monitor documentation and workflows to ensure compliance with payer, accreditation, and contractual requirements.
• Assist with internal audits, corrective action plans, and quality improvement initiatives.
• Support preparation for external audits and accreditation activities.
• Identify areas of non-compliance and collaborate with leadership to implement corrective actions.
• Maintain confidential and accurate records.
• Assist with policy and procedure development and revisions.
• Monitor performance indicators and compliance metrics.

Data Management and Reporting

• Maintain reports, dashboards, and tracking tools.
• Collect and analyze operational and program data.
• Prepare monthly, quarterly, and ad hoc reports for leadership.
• Monitor key performance indicators and provide recommendations for process improvement.
• Ensure data accuracy and integrity.

Communication and Stakeholder Relations

• Serve as a liaison between departments, providers, counselors, administrative staff, and external partners.
• Facilitate communication regarding projects, program updates, and operational changes.
• Prepare agendas, meeting minutes, and presentations.
• Participate in meetings and provide progress updates to leadership.
• Foster collaborative relationships across departments and clinic locations.

Process Improvement

• Identify opportunities to improve workflows and operational efficiency.
• Assist with implementation of new systems and procedures.
• Recommend best practices and process enhancements.
• Adapt to changing priorities and organizational needs.
• Participate in continuous quality improvement activities and strategic initiatives.

Qualifications

Education

• Associate degree required; Bachelor's degree in Healthcare Administration, Business Administration, Public Health, Project Management, or a related field preferred.
• Equivalent combinations of education and experience may be considered.
• Certified Associate in Project Management (CAPM®) certification from the Project Management Institute (PMI) is preferred but not required.

Experience

• Minimum of two (2) years of experience in healthcare operations, behavioral health, project coordination, compliance, program administration, or related fields preferred.
• Experience supporting multiple sites and programs preferred.
• Experience with authorization processes, payer requirements, and quality improvement initiatives preferred.
• Knowledge of Substance Use Disorder Health Home (SUD-HH) services and behavioral health programs preferred.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to prioritize multiple tasks and consistently meet deadlines.
• Strong analytical and problem-solving abilities.
• Exceptional attention to detail and accuracy.
• Ability to work independently and collaboratively within cross-functional teams.
• Ability to maintain confidentiality and professionalism.
• Strong relationship-building and customer service skills.
• Ability to adapt to changing priorities in a fast-paced environment.

Technical Skills

Proficiency with:

• Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
• Spreadsheet and database management systems
• Electronic Health Record (EHR) systems
• Project management and tracking tools
• Reporting and data analysis platforms
• Google Workspace and cloud-based applications

Work Environment

This position operates within a professional healthcare environment supporting multiple outpatient clinic locations. The Program Coordinator must be able to adapt to changing priorities, maintain effective working relationships, and uphold the highest standards of professionalism, quality, compliance, and customer service.

Pay: $20.00 - $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Work Location: In person