Clinical Administrative Coordinator

Job Description

Title of Position: Clinical Administrative Coordinator Location: Gateways Hospital and Mental Health Center Exempt/Non-Exempt: Non-Exempt Union/ Non-Union: Non-Union Supervisor: Clinical Services Directors

Gateways Hospital and Mental Health Center, located in Los Angeles, is a non-profit organization that provides an array of comprehensive mental health services for Children, Adolescents, Transitional Aged Youth, and Adults suffering from mental illness in the Greater Los Angeles area. The organization consists of a standalone fifty-five (55) )-bed hospital and six outlying outpatient facilities that have anywhere from fourteen (14) beds to one hundred and thirty-four (134) beds. The organization has approximately four hundred (400) employees.

Summary Of Position

The Clinical Administrative Coordinator will provide comprehensive administrative support to the Clinical Leadership Team (CLT), which includes Nursing, Psychiatry, Psychology, Social Services, and Occupational Therapy within our inpatient psychiatric hospital. This vital role contributes to the efficient operation of each department by coordinating administrative processes, facilitating communication, and supporting cross-departmental projects to ensure the highest standards of patient care and organizational excellence.

Essential Duties

• Provide administrative support to the CLT, including scheduling, correspondence, meeting preparation, and document management.
• Maintain accurate records of staff availability, time-off requests, shift coverage, and other department scheduling needs.
• Facilitate communication regarding staffing needs and adjustments to relevant personnel.
• Support onboarding and orientation processes for new staff, ensuring documentation and scheduling are complete.
• Perform general administrative duties such as scanning, filing, data entry, and maintaining organized digital/physical filing systems.
• Prepare and format reports, presentations, agendas, minutes, and other documents as requested by department directors.
• Track and maintain up-to-date records of clinical staff licenses, certifications (e.g., BLS, CPI), and other required credentials. Proactively notify staff and leadership of upcoming expiration dates and assist with renewal processes.
• Assist with light auditing of clinical documentation and other records to ensure compliance with hospital policies and regulatory requirements.
• Manage and coordinate complex calendars for multiple department leaders, including meetings, appointments, and travel arrangements.
• Assist the CLT with staff scheduling, including monthly scheduling, time-off requests, maintaining staffing logs, and timecard auditing.
• Schedule and track patient court hearings, ensuring all necessary documentation and notifications are prepared.
• Prepare meeting agendas, take minutes, and distribute materials as needed.
• Serve as a primary point of contact for internal and external inquiries directed to Clinical Leadership.
• Facilitate effective communication across clinical departments and with external stakeholders.
• Draft and assist in the development and revision of policies and procedures affecting all clinical departments.
• Collaborate with department directors on cross-departmental initiatives and ensure follow-up on ongoing projects.
• Support special projects as assigned by each department head.
• Assist with ordering and managing office supplies for Clinical Services leadership.
• Perform other duties as assigned to support the efficient operation of Clinical Services.
  
  

Skills

ESSENTIAL SKILLS

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is essential.
• Exceptional organizational skills and meticulous attention to detail.
• Strong written and verbal communication skills.
• Ability to prioritize tasks, manage multiple deadlines, and work effectively in a fast-paced environment.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Proactive, resourceful, and able to work independently as well as collaboratively within a team.
• Understanding of the unique administrative needs within an inpatient psychiatric setting is a plus.