Mental Health Program Operations Coordinator

Description

Seeking an experienced professional to coordinate billing, compliance, reporting, and administrative operations for a growing Behavioral Health department. This position supports program leadership, oversees regulatory and licensing requirements, manages data and billing systems, and helps ensure efficient program operations.

Position Summary

The Mental Health Program Operations Coordinator provides administrative, operational, compliance, and billing support for all Mental Health Programs. This position serves as a central resource to the Directors of Mental Health Programs and the Vice President of Behavioral Health Services, coordinating program operations, compliance initiatives, licensing preparation, data management, billing processes, reporting, and special projects.

The Coordinator oversees projects that support program fidelity and ensure compliance with regulatory, funding, and licensing requirements. Responsibilities include monitoring program documentation, managing billing and reimbursement processes, coordinating administrative functions, supporting quality improvement efforts, preparing reports, and facilitating communication among internal and external stakeholders. This position plays a key role in maintaining efficient program operations and supporting the continued success and sustainability of Mental Health Services.

Responsibilities

• Demonstrate and promote the mission, vision, and values of Westmoreland Community Action and the Mental Health Programs.
• Coordinate and oversee program billing, reimbursement, authorization, and payment processes to ensure accuracy, compliance, and timely submission.
• Serve as administrator for program data and billing systems, ensuring data integrity, accuracy, and adherence to reporting requirements.
• Monitor and maintain documentation required for licensing, audits, regulatory compliance, funding sources, and reimbursement activities.
• Lead and coordinate compliance-related projects that support program fidelity and ensure ongoing adherence to federal, state, county, and agency requirements.
• Assist the Directors of Mental Health Programs and Vice President of Behavioral Health Services with operational planning, administrative functions, strategic initiatives, and special projects.
• Coordinate office operations, meeting scheduling, purchase orders, vendor communication, and other administrative activities that support efficient program operations.
• Prepare, analyze, and submit required program reports, performance data, grants, and outcome measures within established deadlines.
• Develop, update, and maintain program policies, procedures, forms, manuals, and related documentation to ensure regulatory compliance and operational consistency.
• Provide training and technical assistance to staff regarding billing systems, documentation requirements, data collection processes, and compliance expectations.
• Collaborate with Human Resources and program leadership to ensure employee documentation, onboarding requirements, and licensing-related records remain current and compliant.
• Serve as a liaison with funding sources, regulatory agencies, vendors, community partners, and internal departments regarding operational and administrative matters.
• Assist with program events, staff trainings, quality improvement activities, and organizational initiatives.
• Provide operational support and staff coverage as needed to maintain continuity of services.
• Maintain confidentiality and compliance with HIPAA, agency policies, and all applicable regulations.
• Perform other duties as assigned.
  
  

Westmoreland Community Action (WCA) is a non-profit organization that works to connect individuals and families to opportunities and resources throughout the community to improve their quality of life and help to reduce poverty in the community. This is accomplished through housing, counseling, support, education, intervention, collaborations, partnerships, information, referrals, and networking.

• Please be sure to officially apply online at: https://recruiting.paylocity.com/recruiting/jobs/All/8856f52d-7d2d-4f97-a494-326936b2da54/Westmoreland-Human-Opportunities-Inc
  
  

Requirements

EDUCATION, EXPERIENCE AND/OR SKILLS:

• Associate degree in business administration, healthcare administration, human services, or related field preferred. Equivalent experience may be considered.
• Minimum of two (2) years training and/or experience in data collection, billing, administrative support, office coordination, or program operations. Experience in mental health or human services field preferred.
• Experience entering and managing data within web-based database systems.
• Ability to identify gaps or errors in quantitative data within program statistics and billing statements, and make recommendations for adjustments to improve data quality.
• Ability to assess qualitative data and case examples to shape data assessment goals and program logic models.
• Strong organizational skills with ability to manage multiple projects, deadlines, meetings, and administrative tasks simultaneously.
• Ability to maintain professional communication and working relationships with staff, leadership, funding sources, vendors, and community partners.
• Ability to communicate effectively, orally and/or in writing preferred.
• Proficiency in Microsoft Office programs including Word, Excel, Outlook, and Teams.
• Basic typing skills. (40 wpm)
• Must possess valid PA driver’s license and meet agency insurance requirements.
  
  

REQUIREMENTS NECESSARY TO SAFELY PERFORM THE ESSENTIAL FUNCTIONS OF THE POSITION

Physical requirements - Push/pull, lift/move up to 25 pounds.

Manual dexterity - Perform moderately difficult manipulation - typing, filing, writing.

Coordination - Perform tasks which require foot and/or hand/eye coordination - driving a car, typing data entry.

Mobility - Walk, stand, sit for prolonged periods of time, drive.

Speech - Articulate with extreme accuracy - employee/client relations, phone contact.

Vision - Read small print, drive a car.

Hearing - Receive verbal instructions, answer phones, intercom, communicate with employees.

Concentration - Able to concentrate on fine detail with some interruption.

Attention span - Able to attend to task function for more than 60 minutes.

Conceptualization - Able to understand and relate to theories behind several related concepts.

Memory - Able to remember multiple verbal and written task assignments given at beginning of a period extending over long period of time.

Environment Conditions - Indoor work.

Starting rate: $24.00/hour

Full-time Benefits

• Employer-employee cost share of paid dental, vision, life insurance, short-term disability, and long-term disability polices,
• ICHRA health plans – Using an allowance, choose the best plan for you,
• 16 paid holidays,
• 10 days of vacation in first year of employment,
• Sick time,
• 8% retirement match after 1 year and 1000 hours of service,
• Mileage reimbursement,
• Time and a half for holidays worked.
• Shift differential for evening and overnight shifts.
  
  

Westmoreland Community Action (WCA) is committed to recruiting and retaining a diverse workforce that reflects our community and those that we seek to serve. If you, in good faith, believe that you are qualified to succeed in this position, we encourage you to apply. Please include a cover letter to tell us about your unique qualifications for the position. Our hiring manager will review your application and, if interested, will contact you regarding next steps.

• Please be sure to officially apply online at: https://recruiting.paylocity.com/recruiting/jobs/All/8856f52d-7d2d-4f97-a494-326936b2da54/Westmoreland-Human-Opportunities-Inc