What are the responsibilities and job description for the Administrative Coordinator position at The Methodist Home of Kentucky, Inc.?
Summary of Function
The Administrative Coordinator for Out of Home Care (OOHC) provides centralized administrative, intake, and operational coordination for OOHC programs in collaboration with the Director of Operations and Clinical Director. This role manages the intake and referral review process, supports completion of intake and discharge documentation, and maintains accurate client records within electronic medical record systems. The position is responsible for internal administrative audits, preparation for external audits, and serving as the primary point of contact for agency record requests.
The Administrative Coordinator also maintains program calendars, dashboards, and performance metrics; facilitates communication across clinical, direct care, and external stakeholders; and supports hiring and onboarding processes for direct care staff in collaboration with Human Resources. This role is essential to ensuring regulatory compliance, continuity of care, and efficient day‑to‑day OOHC program operations.
Essential Duties and Responsibilities
Intake, Discharge & Referral Coordination
The Administrative Coordinator for Out of Home Care (OOHC) provides centralized administrative, intake, and operational coordination for OOHC programs in collaboration with the Director of Operations and Clinical Director. This role manages the intake and referral review process, supports completion of intake and discharge documentation, and maintains accurate client records within electronic medical record systems. The position is responsible for internal administrative audits, preparation for external audits, and serving as the primary point of contact for agency record requests.
The Administrative Coordinator also maintains program calendars, dashboards, and performance metrics; facilitates communication across clinical, direct care, and external stakeholders; and supports hiring and onboarding processes for direct care staff in collaboration with Human Resources. This role is essential to ensuring regulatory compliance, continuity of care, and efficient day‑to‑day OOHC program operations.
Essential Duties and Responsibilities
Intake, Discharge & Referral Coordination
- Coordinate with the Director of Operations and Clinical Director to manage the OOHC intake and referral review process
- Support the completion, tracking, and filing of intake and discharge paperwork
- Maintain accurate and timely documentation related to referrals, intakes, discharges, and program enrollment
- Maintain complete and up‑to‑date client files, including data entry and maintenance within electronic medical record systems
- Serve as the primary contact for incoming and outgoing requests for client and program records across the agency
- Perform regular internal administrative audits and ensure records are prepared for external audits and regulatory review
- Ensure proper storage, confidentiality, and disposal of records in accordance with agency, state, and federal requirements
- Conduct daily review of the OOHC Program Calendar and coordinate with clinical and direct care staff to ensure adequate coverage of all scheduled events
- Monitor program activities and communicate scheduling or coverage needs to leadership and program staff
- Keep operational dashboards and key performance metrics current and accurate
- Facilitate the direct care staff interview process by reviewing applicants daily, soliciting screeners, and scheduling interviews
- Prepare and submit background check and hiring-related documentation in coordination with Human Resources
- Collaborate with HR to support onboarding, orientation, and initial compliance requirements for new employees
- Provide liaison services between KyUMH programs and schools, courts, community agencies, employers, and other stakeholders
- Maintain consistent communication with clients, families, guardians, and external partners regarding documentation, referrals, and program needs
Job Specifications
- Must be at least 21 years of age.
- Bachelor’s Degree preferred; equivalent experience may be considered.
- Must be trained in Safe Crisis Management (SCM) or obtain certification as required.
- Must maintain required annual training in accordance with KYUMH policies.
- Must possess a valid driver’s license.
- Successful completion of state and federal background checks.
- Demonstrated leadership, organizational, communication, and crisis‑management skills.
- Ability to support and uphold the mission and values of KYUMH.