Behavioral Services Coordinator - CBS - Lynnwood, WA

Description

Behavioral Services Coordinator 

Department: Community & Behavioral Services 

Exemption Status: Non-exempt 

Location: Lynnwood, WA 

Pay Grade(s): 10/11 

Covered Position: Yes 

Reports To: Clinical Operations Administrator 

Purpose: The Behavioral Services Coordinator is responsible for the daily administrative and participant access functions for the CBS Healing Center in Lynnwood. The position serves as the on-site administrative contact for CBS leadership; supports Washington expansion, local procedures, procurement, and office readiness; and assists with Washington community healing events and behavioral services. The incumbent manages the front desk and participant points of contact while reporting to the Clinical Operations Administrator. 

Essential Functions. An individual in this role must be able to perform the following functions with or without reasonable accommodation: 

• Coordinate daily administrative and front desk operations for the CBS Healing Center at the Lynnwood office. 
• Serve as the on-site administrative contact for CBS leadership and communicate operational needs, risks, and follow-up items to the Clinical Operations Administrator. 
• Support the coordinated expansion of CBS Healing Center services in Washington by tracking tasks, timelines, site readiness, and implementation needs. 
• Assist with developing, documenting, implementing, and maintaining Lynnwood-specific policies, procedures, workflows, and office protocols. 
• Analyze and apply program guidelines, Tribal policies, accreditation standards, confidentiality requirements, and applicable Washington administrative requirements to moderately complex situations with minimal supervision; elevate clinical, legal, compliance, or policy questions to the appropriate leader. 
• Process participant inquiries and referrals received by phone, email, fax, mail, electronic systems, walk-in contact, and partner organizations. 
• Schedule telehealth, in-person, and testing appointments and assist participants with intake requirements, electronic health record portal access, and telehealth technology. 
• Develop and maintain complete, accurate, and confidential participant and operational records, including participant charts, intake paperwork, referrals, and records requests. 
• Protect participant confidentiality and ensure adherence to HIPAA, 42 C.F.R. Part 2, Tribal policies, and established records-management procedures. 
• Compile program, grant, quality-improvement, and participant-satisfaction data and complete related administrative follow-up. 
• Coordinate approved purchasing and procurement for Lynnwood operations and events, including obtaining approvals, placing orders, processing invoices, coding and submitting Divvy Card transactions, and tracking deliveries. 
• Maintain adequate inventories of office, clinical, outreach, and event supplies; monitor stock levels and coordinate the timely ordering, receipt, organization, storage, and distribution of supplies. 
• Maintain the readiness, organization, appearance, safety, and functionality of the Lynnwood Healing Center offices, including participant areas, common spaces, workspaces, storage areas, and supply rooms. 
• Coordinate office access, opening and closing procedures, maintenance requests, vendor access, safety needs, technology issues, and other facility-related needs. 
• Support the planning and delivery of Washington community healing events and other CBS activities, including purchasing, logistics, participant communication, setup, supplies, documentation, and follow-up. 
• Coordinate with Tribal programs, clinicians, Lynnwood office staff, community partners, vendors, and service providers to address participant-access and operational needs. 
• Collaborate with clinicians and administrative staff to resolve participant needs while maintaining appropriate role boundaries. 
• Provide administrative support to CBS leadership and staff, including coordinating meetings, booking travel, processing invoices, maintaining action-item lists, and supporting safety and quality-improvement activities. 
• Coordinate communications and operational tasks related to holidays, weather disruptions, emergencies, and office closures. 
• Help maintain a welcoming, culturally respectful, trauma-informed, organized, and confidential environment for participants, visitors, and staff. 
• Perform other duties as assigned. 

aida may have exposure to certain hazardous materials or conditions.  The supervisor will review these if applicable. 

Requirements

 Knowledge, Skills & Abilities. A comprehensive set of capabilities required to perform job tasks effectively: 

• Excellent written and verbal communication skills 
• Strong organization, project coordination, independent judgment, and follow-through 
• Proficiency with Microsoft office, scheduling, electronic health record, and virtual meeting technology 
• Ability to work independently in a satellite office while remaining accountable to Alaska-based leadership 
• Ability to manage changing priorities and apply policies and program requirements consistently 
• Knowledge of procurement, inventory control, records management, and office operations 
• Ability to recognize operational risk and elevate matters requiring clinical, legal, fiscal, human resources, or executive decisions 
• Ability to maintain accurate, complete, and confidential records 
• Ability to provide excellent customer service, respectfully de-escalate difficult situations, and build relationships across cultures and communities 
• Understanding of the Tribe's mission, culture, values, and responsibility to serve Tribal citizens 
• Ability to work flexible hours, including occasional evenings or weekends for community events 

Minimum Qualifications (education, experience, skills): 

• Associate degree in business, social sciences, health administration, public administration, or a closely related field OR an equivalent combination of education and relevant experience that demonstrates ability to successfully fulfill position functions. 
• Two (2) years of related administrative, program coordination, behavioral health, health care, or human services experience 
• One (1) year of experience coordinating office operations, projects, purchasing, events, or comparable administrative functions 
• Must be 21 years of age with a Valid driver's license and ability to meet the Tribe's driving requirements 

Preferred Qualifications (education, experience, skills): 

• Experience working with Tribal citizens, Alaska Native or American Indian communities, or culturally grounded community programs 
• Experience in behavioral health, health care, social services, or Tribal programs 
• Experience supporting the startup, expansion, or administration of a new office, site, or program 
• Experience with procurement, inventory management, facilities coordination, or event logistics 

Physical Requirements. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without reasonable accommodation: 

• The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs 

Work Environment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job: 

• Work is primarily performed in the Lynnwood office. Occasional evening or weekend work and travel within Washington or to Alaska may be required. Travel may include small aircraft or ferry. 
• Certain positions at Tlingit and Haida may have exposure to certain hazardous materials or conditions.  The supervisor will review these if applicable.