Behavioral Health Program Coordinator

Overview

WORK ENVIORNMENT: Hybrid (2 days remote; remaining days in the office).

SALARY RANGE: $60,000 – $67,500

JOB SUMMARY: The Behavioral Health Program Coordinator is a key operational and administrative role that ensures the smooth functioning of Arden Shore’s Behavioral Health Program. The Coordinator provides specialized administrative, scheduling, billing, and documentation support essential to high-quality service delivery. This role strengthens access for children and families and supports clinicians by maintaining efficient workflows, ensuring compliance, and promoting a trauma-informed, culturally responsive experience at every touchpoint.

This position does not supervise staff and does not hold responsibility for department-level performance measures; instead, it provides the operational backbone that enables clinicians to focus on direct care.

• Program Operations & Administrative Coordination
  • Serve as the primary administrative partner to the Director of Behavioral Health, coordinating daily operations and communication flow.
  • Manage program calendars, appointment logistics, internal communications, and BH meeting preparation.
  • Develop and maintain organized systems for referrals, documentation deadlines, client status changes, and internal recordkeeping.
  • Prepare administrative reports and support CQI data needs related to program operations.
• Client Access, Intake, & Navigation Support
  • Coordinate intake workflows, ensuring families receive clear instructions and support through paperwork and onboarding steps.
  • Provide non-clinical navigation support, helping families understand scheduling, forms, next steps, and available resources.
  • Track referral activity, waitlists, and intake progression, ensuring warm and timely follow-up.
  • Identify operational barriers to access and recommend improvements consistent with trauma-informed, family-centered practice.
• Scheduling & Clinical Support Functions
  • Manage clinician schedules, ensuring appropriate caseload distribution and timely client appointments.
  • Coordinate appointment logistics across in-person, telehealth, and community-based settings.
  • Troubleshoot scheduling conflicts and maintain a high-functioning scheduling system that supports continuity of care.
  • Conduct and track insurance and Medicaid eligibility checks; obtain and monitor MCO authorizations.
  • Support billing preparation by ensuring documentation is timely, complete, and compliant with Medicaid and agency requirements.
  • Maintain tracking systems for session notes, unsigned documentation, IM+CANS renewal deadlines, consents, and other compliance-related tasks.
  • Assist with clinician credentialing and re-credentialing documentation.
  • Serve as the liaison between Behavioral Health, Reception, Finance, CQI/Data, and Programs to streamline administrative workflows.
  • Coordinate with Reception to support client flow while maintaining appropriate workload boundaries.
  • Assist with audit readiness, licensing reviews, and compliance documentation.
  • Maintain updated Behavioral Health materials, including brochures, referral guides, and client handouts.
  • Track inquiries from partners, community events, and external referrals; provide follow-up communication as directed.
  • Support the Behavioral Health Director in limited outreach tasks such as scheduling tabling events, preparing materials, or coordinating logistics.
• Systems Improvement & Special Projects
  • Identify inefficiencies in workflows, documentation, scheduling, or billing readiness and recommend practical improvements.
  • Support development and maintenance of BH administrative SOPs, onboarding guides, and workflow documents.
  • Assist in the operational components of special projects, including internship program logistics and alignment with Family Advocacy Center initiatives.
  • Participate in team meetings, training, and quality improvement efforts.

• Education: High school diploma or equivalent required.
• Experience:
  • Experience with Medicaid/MCO billing workflows.
  • Experience with EHRs, IM+CANS, or behavioral health documentation requirements.
  • Experience in nonprofit community-based behavioral health settings.
• Licenses &
  
  Certifications:
  
  
  • Valid Illinois driver’s…