Forensic & Civil Commitment Administrative Coordinator-Administrative Specialist -Oregon State

Job Overview

Forensic & Civil Commitment Administrative Coordinator – Administrative Specialist 2 at Oregon State Hospital (Salem). This role provides high‑level administrative support to the Social Work Department, serving as the single point of contact for civil commit hearings, hospital holds, and .370 Ready to Place (RTP) processes.

• Assist the Director and Associate Directors of Social Work with administrative support, responding to inquiries from hospital staff, community mental health providers, attorneys, district attorneys, law enforcement officers, and other stakeholders regarding civil commit procedures and policies.
• Serve as the primary contact for civil commit processes, civil commit hearings, hospital holds, and .370 RTP documents, collaborating directly with courts, county offices, and social workers to provide information and training on Oregon Revised Statutes (ORS) civil commit regulations.
• Schedule, investigate, prepare, and obtain necessary documents for consideration at hearings, including summarizing exhibit files for review by the Assistant Attorney General and Public Defenders.
• Independently review records to ensure accuracy of patient data and validation of ORS compliance, correcting dates, jurisprudence, or patient names as needed.
• Monitor and track commitment information for patients.
• Draft commitment recertification documents for patients, psychiatric providers, and the Oregon Health Services superintendent for review and signature, and file official court submissions.
• Facilitate hearings by coordinating availability, distributing hearing dockets, and working with legal partners, community providers, and the OSH team.
• Review civil commit, civil recommit, and .370 court orders for data integrity and term compliance.
• Request jurisdiction transfers to OSH in Marion or Lane County for out‑of‑county patients to schedule hearings or initiate new court orders.
• Prepare and provide relevant documents as exhibits for hearings, ensuring adequacy for attorney review.
• Download hospital level of care (HLOC) and Level of Care Utilization System (LOCUS) reports; review and assemble Ready to Place (RTP) documents.
• Collect and compile data from Avatar, .370 admission orders, Oregon Judicial Information Network (OJIN), Forensic Evaluation Services data tracker, Mental Health Directors site, and community resource lists to generate HLOC cover letters and discharge notifications to courts.
• Manage current and historical patient data for the RTP tracker and distribute the tracker for Associate Directors and community partners.
• Maintain annual LEDS certification and workspace logistics to ensure compliance with ORS.
• Track contracted and independent review determinations of a patient's hospital level of care and present findings to physicians for further review.
• Maintain departmental files and records, including policies, procedures, and desk manuals.
• Update, track, and manage the Ready to Transition (RTT) tracker.

• Three years of administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis.
• OR an associate degree in general office occupations and two years of secretarial or administrative support experience with similar responsibilities.
• OR an equivalent combination of education and experience.
• Qualifications must be reflected in the application.

• Advanced technical skills in Excel, Outlook, Access, and Word.
• Hands‑on working knowledge of supporting patients experiencing acute mental health challenges.
• Experience with in the judicial system supporting civil commitment, hospital holds, or .370 RTP processes.
• Scheduling, investigating, coordinating, and preparing trial documents.
• Prior or current experience working within a social services framework to identify community resources and assistance.
• Advanced knowledge of tracking current and historical data to determine resource utilization, forecast needs, and ensure compliance.
• Demonstrated ability to communicate professionally, both verbally and in writing.

• Excellent, low‑cost medical, vision,…