ESU Office Coordinator (3734)

Job Summary:

The Emergency Services Unit (ESU) Office Coordinator provides administrative support for the ESU Programs and staff. The support provided includes being a calm and neutral support for individuals coming into the building. The individuals receiving services in an ESU program are often experiencing a current mental health crisis or are they are being supported through crisis stabilization services as they recover from a mental health crisis. The office coordinator is both culturally sensitive and is willing to continue work to improve the overall diversity, equity, and belonging culture being nurtured in ESU.

In cooperation with the unit’s management staff, the office coordinator assists with the organization, administration, and coordination of the day-to-day operations of the ESU Programs (Crisis, Crisis Stabilization, Resource Bridge and the First Responder programs). The job duties that the ESU Office Coordinator is responsible for, are primarily completed on-site, however, when appropriate may be able to work from home occasionally.

The ideal candidate for this position will be compassionate, non-judgmental, culturally sensitive, discrete, and professional. Additionally, the ESU Office Coordinator will possess the ability to stay calm in a fast-paced clinic environment in which individuals receiving services are experiencing mental health crises.

The Office Coordinator will report to the Program’s managers and director for daily support, and to the Program Support Manager for position specific support/supervision.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Journey Mental Health Center upholds a strong commitment to People, Opportunities, Community, and Access (POCA) that guides our daily operations. We foster a caring community for all individuals to feel a sense of belonging. We prioritize delivering services that are centered around ensuring fairness and inclusivity for all. We are dedicated to demonstrating courage and initiative within our agency and community to actively dismantle structural oppression for all affected communities. 

Duties/Responsibilities:

1.  PROGRAMMATIC:

• Confirm appointments and inform staff of waiting consumers. Assist in processing requests for service, medical records requests, and acquisition of records for prescribers.
• Verify consumers demographic information and insurance information upon their arrival for appointments.
• Coordinate deliveries and building/vehicle maintenance with vendors and JMHC facilities team for 702 W. Main St. Provide access to necessary areas of the building for authorized vendors/repair personnel.

1. ADMINISTRATIVE:

• Assist in the orientation and training of new staff, and interns.
• Ensure staff annual training requirements are met & documented
• Assist with scheduling/setting up virtual prescriber appointments
• Oversee ESU staff payroll, reconciling logs with online schedule
• Assist with collection and recording of specialized data. Work closely with the Medical Examiner’s office in obtaining documentation of final rulings in cases of suicide for Dane County.
• In coordination with Human Resources Dept., maintain employee’s confidential Emergency Medical Contact forms.
• Generate and monitor completion of work assignments for ESU Records Clerk
• Maintain unit supplies.

1. GENERAL UNIT AND AGENCY RESPONSIBILITIES

• Work actively and positively to maintain good working relationships between Crisis Unit and other segments of the community, informing Crisis Unit Manager of problems as they arise.
• Work to improve own cultural competence. Participate in the development and implementation of unit strategies to continue to improve the cultural competence of the unit’s services.
• Work to improve consumer involvement in the unit’s services.
• Attend all unit staff meetings, except when taking Earned Time off.
• Attend and complete meeting minutes for all required ESU in-service trainings
• Participate in JMHC work committees as requested.

Experience

ESSENTIAL

• 2-3 years of relevant paid or unpaid work experience, preferably in a health care or behavioral health services setting
• Demonstrated ability to function collaboratively as part of a team
• Proficient in use of Microsoft Word, Excel, faxing/scanning/data entry/creating spreadsheets etc..
• Commitment to work toward improving diversity, equity, inclusivity/belonging, as demonstrated by valuing differences, recognizing limitations in personal competencies and expertise, and having ideas about how to improve cultural awareness, knowledge, and skills.
• Ability to function effectively in a fast paced work setting that often involves frequent interruptions.
• Excellent oral and written communication skills
• Excellent organizational skills

PREFERRED

• 3-5 years working in a healthcare or customer service environment
• Bilingual
• Experience working with clients of diverse backgrounds

Physical Requirements:

• Requires driving, sitting, standing, light lifting, bending, and reaching, and the ability to use and operate standard office equipment, including computer, calculator, phone, printer, cell phone, facsimile, etc.

Working Conditions:

• May require evening or weekend hours depending on program and consumer’s needs.

Hiring Requirement:

• All potential candidates will need to successfully pass the Background Information Disclosure (BID) for entity employees and contractors.  Wisconsin’s Caregivers Law requires background, and criminal checks are required by the Department of Health Services and Wis. Stat. 50.065(6)(c) and Wis. Admin Code § DHS 12.05(4)

Journey Mental Health Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.