FBH Operations Coordinator II

Overview

Operations Coordinator II – Portland, Oregon

Catholic Community Services Family Behavioral Health, an award‑winning provider of family‑oriented behavioral health care, seeks an Operations Coordinator to support site operations by delivering administrative and operational systems, clinical indirect support, and administrative services to the Site Director, Managers, Clinical Supervisors, and direct service staff.

Excellent starting range: $31.50–$35.04 per hour effective 07/01/2023.

• 12 paid holidays plus 1 personal holiday per year
• 3 weeks vacation per year
• 12 sick days per year
• Medical, Dental, Vision insurance
• Life insurance (1× annual salary)
• Retirement plans: 403(b) Employee Savings Plan and employer contribution pension

Key responsibilities include overseeing office operations, quality improvement, audit preparation, and staff support across the Family Behavioral Health (FBH) site.

• FBH Office Support Duties
  • Maintain security of protected health information and ensure HIPAA compliance.
  • Assist leadership in preparation for federal and state audits; support staff in chart reviews and CQI activities.
  • Supervise operations staff responsible for accurate and timely entry of healthcare data into the EHR/management system.
• Audit Preparation and CQI Responsibilities
  • Align Quality Assurance expectations with FBH philosophies and best practices.
  • Support clinical staff with encounter tracking to ensure WAC, Medicaid, and funder compliance.
  • Organize data into usable formats and provide feedback on documentation timeliness and utilization.
• Coordinate Quality Improvement and Medical Records Operations Support
  • Assist CQI Director with contract, licensing, and audit requirements.
  • Prepare for and respond to federal, state, and county audits.
  • Oversee file auditing and maintain open/closed file status.
  • Develop and maintain clinical and administrative forms, including instructions and standards.
  • Provide technical assistance and training to staff on documentation requirements.
• Coordinate Daily Functions of Behavioral Health Service Referrals
  • Track referral processes and support assignment to clinical staff.
  • Support utilization outcome reporting.
  • Enter client information into Excel and the EHR.
  • Supervise billing and liaison with BHO or funders regarding encounter input.
• Coordinate Daily Service Operations, Processes, and Procedures
  • Ensure smooth operation of all administrative support functions for the Operations Team.
  • Create a positive culture among operations/support staff.
  • Coordinate distribution of phones, laptops, and other equipment.
  • Maintain 24/7 availability for emergencies involving equipment, building, travel, and staff needs.
  • Coordinate building maintenance and improvements, including janitorial and repair services.
  • Manage system credit card utilization and interface with accounting.
  • Coordinate office and janitorial supplies distribution.
• Coordinate Site Hiring and Personnel Needs
  • Liaison with the Family Behavioral Health Human Resources Manager.
  • Assist in applicant screening, interview scheduling, reference checks, background checks, and notifications.
  • Coordinate new staff training, orientation, and equipment setup.
  • Manage staff credentialing and training coordination through Relias Training site.
  • Maintain staff personnel files and route documentation to Human Resources.
• Coordinate Communications Equipment and Computer Technology
  • Order and manage pagers, cell phones, and computer equipment.
  • Main point of contact with the IT Department for technology issues.
  • Handle accounting paperwork for phones and pagers and maintain equipment logs.
  • Act as on‑site system administrator for land‑based phone systems and troubleshoot fax/copier issues.
• Oversight of FBH Site:
  Building, Communication, and Safety
  • Coordinate building maintenance and ensure compliance with fire and ADA codes.
  • Collaborate with the Safety Committee to address hazardous situations.
  • Issue building keys and alarm instructions to new staff and train them in opening/locking procedures.
  • Maintain a clean, safe kitchen and facilitate file storage.
• Coordinate Specific Site Fiscal Needs
  • Act as purchase order authorization and manage petty cash.
  • Source…