Administrative Coordinator

Valley Children's Advocacy Center (Valley CAC) works to strengthen our community's response to child abuse and neglect and create a safe place for children to grow and thrive. Through collaboration with a multidisciplinary team, evidence-based practices, and strong community partnerships, Valley CAC provides compassionate, trauma-informed services that promote healing, build resilience, and reduce the long-term impact of trauma on children and families. Our work spans a continuum, including prevention, crisis response, forensic interviews, mental health treatment, and family support. We bring together dedicated professionals and community partners to ensure that children and families affected by abuse, violence, and trauma receive compassionate support.

Valley CAC serves children and families throughout Augusta, Highland, Alleghany, and Rockbridge counties. For more information, visit valleychildrenscenter.org. This position will require someone who can work on-site Monday - Thursday, from 9 a.m. - 3:15 p.m.

Primary Responsibilities:

Administrative Operations

• Coordinate administrative functions, including supplies, mail, routine clerical needs, reception, and phones.
• Coordinate facilities needs, maintenance requests, equipment, vehicles, and related vendors.
• Maintain the agency calendar and coordinate routine scheduling, meetings, and internal activities.

Financial Management

• Process and maintain financial transactions and supporting documentation.
• Serve as the liaison with the organization's bookkeeper.
• Support accounts receivable/payable, credit card reconciliation, and other routine financial processes.
• Support audit preparation and other financial or grant-related reviews.

Mental Health Practice & Billing Administration

• Coordinate administrative processes related to mental health billing and reimbursement.
• Monitor claims, payments, denials, outstanding balances, and other billing activity and communicate issues to appropriate staff or vendors.
• Coordinate with clinicians to ensure required documentation is complete and submitted appropriately.
• Serve as the primary administrative point of contact for billing vendors, payers, and related partners.
• Maintain billing records and identify trends, discrepancies, or opportunities to improve processes.
• Support implementation and maintenance of procedures related to billing and revenue cycle operations.

Data, Records & Documentation

• Maintain data and records needed for routine reporting, grants, audits, and internal operations.
• Coordinate retention practices and maintain organized records in accordance with organizational policies.
• Maintain and update administrative forms, procedures, templates, and other internal documentation.

Organizational Support

• Provide support to the Executive Director and coordinate assigned projects.
• Identify opportunities to improve administrative processes, systems, and organizational efficiency.
• Perform other duties consistent with the position and organizational needs.

Qualification & Benefits

Required

• High school diploma or equivalent; additional relevant education or training preferred.
• Experience in administrative support, financial management, billing, or a related field.
• Strong organizational skills, attention to detail, and ability to meet deadlines.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Ability to work independently, exercise sound judgment, and follow through on issues.

Preferred

• Experience with mental health practice, or other service-based billing and reimbursement processes.
• Familiarity with insurance claims, payment posting, claim denials, or insurance verification.
• Familiarity with HIPAA privacy and security requirements or experience handling protected information.

Benefits

This position will be compensated between $22 - $25 per hour. The role accrues paid vacation, paid sick leave, and Valley CAC provides all federal holidays off (except Thanksgiving, if the role is needed for the annual Turkey Trot fundraiser).