Operations Support Coordinator

JOB SCOPE 
The Operations Support Coordinator provides high-level administrative, operational, and data oversight support to the Health Home/Care Coordination program. This role is central to maintaining documentation integrity, billing accuracy, compliance readiness, and preparing for future Care Coordination/Health Home restructuring initiatives. 
ESSENTIAL FUNCTIONS 
Billing, Fiscal & Documentation Oversight 
• Perform detailed billing audits to verify accuracy and compliance with DOH and internal standards. 
• Assist with preparation of monthly and quarterly billing reports, reconciliations, and exception summaries. 
• Maintain audit-ready billing and service documentation. 
• Maintain, manage, distribute, and track wraparound funds and all related documentation. 
Data Management, Reporting & Analytics 
• Build and maintain spreadsheets, trackers, and dashboards for caseload status, enrollment activity, documentation timeliness, and program KPIs. 
• Prepare weekly and monthly reports for leadership using Excel formulas, pivot tables, and automated structures. 
• Maintain centralized data repositories supporting program evaluation and restructuring. 
• Develop internal data logs and performance dashboards for administrative accountability. 
Administrative Support  
• Provide administrative and documentation support for Care Coordination/Health Home restructuring initiatives. 
• Assist leadership with project tracking, documentation review, and action follow-up. 
• Prepare agendas, summaries, action lists, and supporting documentation. 
• Support development and rollout of improved workflows, forms, and compliance tools. 
• Provide direct administrative support to the Chief Administrative Officer (CAO) for tasks related to oversight, restructuring, and program evaluation. 
• Draft memos, internal communications, workflow documents, and templates. 
• Prepare presentations, summaries, and meeting packets for leadership. 
• Take meeting minutes and follow through on assigned tasks. 
• Coordinate scheduling, document preparation, and multi-department communication. 
Technology, Automation & Systems Support 
• Use Microsoft Office Suite (Excel, Outlook, Teams, Word) at an advanced administrative level. 
• Use SharePoint for record-keeping, organized file repositories, and workflow coordination. 
• Support implementation of automated administrative tools (automated reminders, workflow automation, digitized forms, data extraction tools). 
• Serve as an administrative resource for staff using new systems. 
Compliance, QA & Record Integrity 
• Conduct regular reviews of client records and documentation checklists. 
• Maintain secure files under HIPAA and DOH regulations. 
• Assist leadership in preparing documentation for audits, site reviews, and regulatory inspections. 
• Track corrective action follow-ups to ensure timely completion. 
Communication & Operational Coordination 
• Serve as administrative liaison between leadership, staff, billing, compliance, and other departments. 
• Coordinate staff communications and track outstanding follow-up items. 
• Maintain task logs, deadlines, and documentation requirements. 
• Provide in-person support to all team members who report to the UN office during scheduled or staggered visits, particularly when the Director and Assistant Director are at other locations. 

EDUCATION AND EXPERIENCE 

• High School Diploma or equivalent required, Associate's degree or college level courses  

preferred. 

• Experience in a mental health or social service setting preferred.  

• Knowledge and experience of electronic health records preferred