The Admissions Coordinator supports the Administrator and the Admissions team with managing the administrative process for screening referrals, and residents entering our Behavioral Health Assisted Living community under the Specific Needs Contract. This role ensures that each admission meets Oregon Administrative Rule (OAR) requirements, Medicaid eligibility standards, and the behavioral and clinical criteria outlined by the State of Oregon.

The Admissions Coordinator acts as a liaison between hospitals, skilled nursing facilities (SNFs), Case Managers, behavioral health agencies, and the Oregon Department of Human Services (ODHS). This position also provides ongoing administrative and compliance support to the Administrator and Directors to support documentation, reporting, and regulatory requirements that are completed accurately and on time.

The Admissions Coordinator must also maintain strong communication, organization, and professional judgment in a fast-paced environment while demonstrating compassion, discretion, and respect for individuals with complex behavioral health needs.

Essential Job Functions

The information provided below encompasses the functions and capabilities linked with this position.

Duties and Responsibilities

The individual in this position is expected to engage in the following work-related activities.

• Collaborate with Facility Manager, Maintenance, and housekeeping to ensure vacant rooms are move-in ready in an appropriate time frame.
• Communicates bi-monthly with Case Managers, Licensed Clinical Social Workers, and other referral sources to inform them of available vacancies.
• Provide facility tours for potential residents and Case Managers, including hosting lunch as part of the visit.
• Screen all new referrals to ensure they meet the ODHS Specific Needs Contract Target Group criteria.
• Verify referral is eligible for Oregon long-term Medicaid and meets all LIHTC requirements.
• Responsible for scheduling and leading the weekly Admissions Meeting to review and screen resident referrals with the Admissions Team and coordinates nursing and behavioral health assessments.
• Maintain accurate preadmission records and tracking systems for referrals, determination of outcomes and updating waiting list.
• Responsible for sending, receiving and tracking required preadmission documentation (e.g. H&P, CAPS, signed Admitting Orders and 494).
• Coordinate with the Finance Department to ensure completion of all required LIHTC documentation and accurate setup of resident accounts receivable prior to admission.
• Coordinate with Finance Department to ensure a plan is in place for residents' room & board payments.
• Confirm with Finance Department if a resident has a representative payee.
• Responsible for Coordinating Transition Planning prior to move-in to confirm key assignments including scheduling date and time of move-in, identifying furniture, clothing, and other supplies needed.
• Responsible for providing lease agreement packet and admissions packet for resident's signature on day of move-in.
• Support coordination of resident transitions, including discharges and transfers, ensuring all required notifications and paperwork are submitted to ODHS.
• Maintain and track annual renewal of consents, Releases of Information (ROIs), and resident files in compliance with federal and Oregon HIPAA and OAR 411-054 standards.
• Assist in preparing reports, compliance documentation, and investigative summaries as requested by the Administrator or state representatives.
• Coordinate with Communications Department to ensure marketing materials are accurate and up to date.
• Maintain professionalism, confidentiality, and compassion in all interactions with residents, partners, and team members.
• Additional duties and projects may be assigned as needed.

Administrative and Compliance Support

• Support Assisted Living Facility leadership in scheduling, calendaring, and tracking project deadlines.
• Maintain well-organized resident admission records and ensure compliance with all HIPAA, privacy, and documentation standards.
• Assist the Administrator and Directors in gathering and submitting data for KPI and state-required reporting. Assist with board reporting.
• Provide administrative support during state surveys, investigations, or internal audits.
• Additional duties and projects may be assigned as needed.

Skill Profile

The individual in this position is expected to demonstrate the following knowledge, skills, and abilities:

• Maintains confidentiality of all resident information and strictly follows HIPAA policies and facility privacy protocols.
• Organizes and prioritizes workload effectively to accomplish assigned responsibilities within established timeframes.
• Maintains composure and clear judgment during stressful or unexpected situations, adapting readily to changing needs.
• Understands and applies Oregon Administrative Rules (OARs) and ODHS contract requirements relevant to admissions and behavioral health operations.
• Demonstrates exceptional organizational skills and consistent attention to detail.

Job Qualifications

The following qualifications are required to perform the essential functions of this position.

• Education: High school diploma or GED required; Associate or Bachelor's degree preferred.
• Experience: Minimum two (2) years of experience in healthcare, behavioral health, case management, or admissions coordination.
• Regulatory Knowledge: Familiarity with Medicaid eligibility requirements and Oregon Assisted Living regulations preferred.
• Technical Proficiency: Demonstrates advanced knowledge of Microsoft Office Suite and the ability to learn new systems, equipment, and best practices to improve workflow and resident care.
• Communication Skills: Possesses strong written and verbal communication abilities with attention to detail and professionalism.
• Teamwork: Works independently and collaboratively as part of an interdisciplinary team, maintaining flexibility and cooperation in a dynamic environment.
• Professional Standards: Demonstrates reliability, punctuality, and adherence to assigned work schedules.
• Adaptability: Displays the ability and willingness to perform all position responsibilities with competence and initiative.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions listed above.

• Regularly required to use hands to finger, handle, or feel objects, tools, or controls; and to communicate clearly through talking and hearing.
• Frequently required to sit for extended periods and to reach with hands and arms.
• Occasionally required to stand, walk, stoop, kneel, or crouch to perform job-related tasks.
• Must frequently lift or move objects weighing up to 20 pounds and occasionally lift or move objects up to 25 pounds.
• Specific vision abilities required include close vision, depth perception, and the ability to adjust focus.
• The work environment is typical of a healthcare facility serving individuals with physical and behavioral health needs.
• Noise level is generally moderate.

Benefits/perks

• Health insurance (paying 100% of the employee's health premiums, and offering dependent coverage options)
• Employer Paid Life and Disability Insurance
• 401(k) option which is available upon 60 days of service and matches employee contribution $1/$1 up to 4%
• Monthly Tri-Met or parking pass
• Generous PTO policy
• Employee Assistance Program
• Flexible Spending Account
• Meal provided while on site during work shift.

Compensation

Starting Rate - $27 - $29/hour

Schedule

Monday through Friday, 9:00am -5:30pm

About Maybelle Center

Maybelle Center is the Community Health Organization working together with neighbors in downtown Portland to reverse the root causes of social isolation. We promote social health by helping create a sense of belonging with adults facing the stigmas of mental health and financial poverty through our neighborhood programs in affordable housing and assisted living services.

You can find out how we build belonging on our website: www.maybellecenter.org.

A Note to Potential Candidates: Studies have shown that women, trans, non-binary, BIPOC, and other candidates from most-impacted communities are less likely to apply for jobs unless they believe they meet every single one of the qualifications as described in a job description. We are committed to building a diverse and inclusive organization, and we are most interested in finding the best candidate for the job. That candidate may be one who comes from a background less traditional to our field of work, and that is welcome. We would strongly encourage you to apply, even if you feel you do not meet every one of the qualifications described. Maybelle Center is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, sexual orientation, gender identity, protected veteran status or any other protected characteristic.

We are proud to be an Equal Employment Opportunity Employer.

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to [email protected]

Requires passing pre-employment background check.