Administrative Coordinator

All are welcome! People of color, people with disabilities, and LGBTQIA+ individuals are strongly encouraged to apply!

Washburn Center for Children is a leading children’s mental health center, caring for a wide variety of children’s needs associated with anxiety, depression, behavioral difficulties and trauma.

The 142-year-old nonprofit offers critical mental health intervention to help children - and their families - realize hope. Washburn Center for Children serves nearly 4,800 children ages 0-18 and approximately 11,000 family members each year. Washburn Center’s three office locations – Brooklyn Park, Edina, and Minneapolis – serve the entire Twin Cities metro area. The nonprofit also offers in-home services, and its school-based program serves 55+ schools in the Eden Prairie, Bloomington, District 191, Columbia Heights and Minneapolis school districts. 

The demand for therapeutic care has skyrocketed. Join our team to help children through the setbacks of life and create a better future. To learn more about how we do that work in homes, schools and clinic-based services, visit us online.

Position summary

The Administrative Coordinator will provide support to the Case Management, Intensive Community Based Services (ICBS), and Assessment teams including completion of administrative, reporting, and employee engagement responsibilities.

This position is required to be available on-site a minimum of 3 days per week, and as needed for team and agency events.

Responsibilities

Authorizations - The Administrative Coordinator will coordinate the continual completion of authorizations for Case Management clients by completing the following:

· Track pending, upcoming and overdue authorizations utilizing EHR, Microsoft Access and Power Apps

· Communicate with various Hennepin County contacts to ensure receipt and approval of authorizations

· Coordinate with the billing department upon receipt of approved authorizations and to resolve issues with missing authorizations

· Communicate with various Hennepin County contacts when a client ends or transfers services

Enrollment – The Administrative Coordinator is responsible for working with the program clinicians and supervisors to track and coordinate enrollment for the ICBS and Assessment programs, including the following tasks:

· Regularly review internal referrals and assign clients to waiting lists

· Contact wait listed clients as needed to support intakes, and support scheduling when needed

Work with clinicians and supervisors to maintain full program enrollment

· Maintain detailed waiting lists and notes for the program to assist program supervisors in monitoring enrollment, authorizations, and active cases

· Work with supervisors and intake team to get new clients assigned

· Coordinate with referring clinicians to ensure clients are prepped while on the waitlist

Outcome Measures and Program Reporting – The Administrative Coordinator will maintain records and create reports by completing the following responsibilities:

· Coordinate the collection, scoring, and entry of program outcomes and measures, including but not limited to: CASII, SDQ, ECSII, satisfaction surveys, etc.

· Run utilization reports and other required monthly reports

· Open and close cases in the electronic health records (EHR) and other related databases

Administrative Support – The Administrative Coordinator will work with clinicians and supervisors in the Case Management, ICBS, and Assessment programs. This support will include:

· Verify client charts are complete, organized, and include all of the necessary documentation to ensure record quality needed to close client assignments

· Upon request from clinicians, review and send releases of information to external partners while maintaining client privacy and data security

· Create and distribute schedules for team meetings and consultations

· Attend and record meetings minutes for team meetings, as requested

· Collaborate with other program support staff, supervisors, and internal teams to ensure continuous improvement of processes and systems within the Agency

· Serve as the point of contact and coordinate and track all referrals to our partner agency, My Very Own Bed

Recruiting and Engagement – The Administrative Coordinator will assist program supervisors in the recruiting process and employee engagement efforts, including, but not limited to, the following:

· Support onboarding of new staff to learn and navigate Agency systems

· Work with supervisors to create opportunities for staff recognition, including creating signs, welcome baskets, coordinating events, and getting cards for staff

· Assist with planning and coordinating program retreats

Professional Development - All Agency employees are responsible for making professional development a priority. Program Support staff will do this by:

· Develop and maintain knowledge of non-profit operations and children’s mental health interventions

· Be aware of other various ways to develop skills pertaining to program support, which may include knowledge of grant writing, cultural responsiveness, etc.

• Excellent organizational skills, including attention to detail and managing multiple tasks
• Self-motivated and independent, while able to work with supervisors, clinicians, and staff across the agency
• Ability to learn new information and make appropriate decisions quickly
• Excellent communication skills
• Ability to handle confidential information discreetly
• Ability to be culturally responsive when working with staff, clients, and external contacts
• Ability to work in the office during required work hours

• A high school diploma or GED equivalent is required
• A bachelor’s degree in a related field is preferred
• 1 – 3 years of experience working in an office environment, providing administrative support, and managing databases is required
• Experience with insurance eligibility and authorization is preferred
• Experience with electronic health records, Microsoft Suite and Power Apps software such as SharePoint, Lists, and Forms is preferred
• Ability to type 60 words per minute is preferred
• Ability to work in the United States on a permanent basis is required

BENEFITS at WASHBURN:

Washburn offers benefits to Full-Time benefit eligible employees comprehensive Dental, Vision, Health, Life and Long-term disability insurance.  Additionally, we offer a 403b retirement plan and a flexible benefit option (FSA). 

Vacation:  Paid Vacation accrues at 10 hours of vacation per month - up to 15 days / 120 hours annually.

Sick Leave:  Paid sick leave accrues at 6.68 hours of sick per month - up to 10 days / 80 hours.

Holidays:  There are 2.5 days/20 hours of floating holidays per year in addition to the eight standard holidays.

***Please note that Internships, Part-Time (less than 30 hours/week) and Temporary positions are NOT eligible for all of Washburn Center's benefits***

Washburn Center for Children is an EEO/AA employer: women, minorities, people with disabilities, people that hold different gender identities and expressions and veterans are encouraged to apply. Cultural responsiveness and advancing equity are essential to achieving our mission. Our core values guide how we actively heal, learn and work.

To learn more about life at Washburn and how we work together, visit us online.