• System Executive Operations Coordinator

    Job Locations US-WA-Tacoma
    Posted Date 2 weeks ago(2 weeks ago)
    Job ID
    # of Openings
    USD $22.61/Hr.
  • Overview

    This position requires a basic understanding of Behavioral Health administrative requirements and management structures, as well as enthusiasm for building expertise over time. Interfacing with behavioral health funders and other behavioral health service delivery organizations is an important component of this position. The Operations Coordinator will be an active leadership team member and will need to demonstrate the ability to anticipate the needs of the FBH system leadership and our system partners and proactively plan for those needs.  


    The Family Behavioral Health (FBH) System Executive Operations Coordinator supports a vibrant Leadership Team that directs and supports the work of innovative behavioral health service delivery, providing services for nearly 4500 consumers and maintaining 500 staff throughout Western Washington and Northern Oregon. This position is tasked to provide administrative and logistical support to the FBH executive leadership team in a confidential and professional manner - to ensure that the organization's operations are efficient and effective. Incumbent accomplishes this task by working with the executive leadership team on a multitude of projects, processes and initiatives. Incumbent also generates ideas for improved operations and works with the executive leadership team to implement those most helpful to the organization. The incumbent reports to the Compliance & Policy Analyst,  and supports the work of the entire Executive Leadership Team which is comprised of the Vice President, Clinical Director, Director of Business Operations, CQI Director, Director of Healthcare Analytics, HR Manager, Healthcare Data Administrator, and Systems Implementation Specialist.



    • Manage the administrative functions of the Family Behavioral Health executive office. Incumbent accomplishes this task by designing, implementing, and managing, the work flow of the
    • Support leadership team to complete and/or distribute reports e.g. outcome reports, system newsletters, financial packages, board reports and presentation/training materials. This requires a high level of review, accuracy and detail to ensure these materials and processes are handled without error and meet the intent of the report.
    • Facilitate planning of large staff trainings and other events. This includes frequent communication with trainers and presenters, identifying needed components of the training milieu and presentation details and communicating those needs to the appropriate staff and leadership. Planning also includes many logistical variables and requires excellent attention to detail and communication with other vendors and community partners as well as with CCS leadership.
    • Support the contract review process. Includes tracking required site level reviews are completed as required, routing contracts for signature and approval, ensuring that certificates of coverage are processed and distributed, and maintaining contract distribution and
    • Demonstrate proficiency at understanding contract language and work with Site Directors to ensure contract deliverables are met by establishing and monitoring tracking systems for deliverables.
    • Support the licensing, certification and credentialing process for Family Behavioral Health, including initial applications and   This requires professional and responsive interface with Division of Behavioral Health and Recovery and Department of Health and Division of Licensed Resources. 
    • Provide assistance in many areas of the organization that work on issues related to quality improvement and clinical oversight.
    • Manage all logistics & preparation surrounding leadership meetings and activities both in and out of the region.
    • Provide support for CARF accreditation processes and reviews including, managing safety protocols of the site, as per accreditation requirements.
    • Create and manage content of the Family Behavioral Health pages on the CCSWW
    • Manage and respond to requests for detailed information from funders or partners from behavioral health or child welfare requiring knowledge of FBH policy and procedures. This requires incumbent to manage highly confidential information in compliance with rules and policies. 
    • Assist with needed special projects that may require urgent prioritization and attention.
    • Provide other assistance to the Family Behavioral Health executive leadership team as requested.


    • Bachelor's Degree in social work, psychology, human development or related field.
    • Two years’ executive administrative support experience working in an office with progressively increasing duties.
    • Demonstrated curiosity and initiative in learning about relevant business practices, as well as enthusiasm for building expertise over time.
    • Knowledge of related state and federal regulations (WAC's, RCW's, CFR, ).
    • Experience entering data into Electronic Health Records or similar data bases.
    • Demonstrated ability to design and implement systems in quality
    • Strong computer skills especially in MS Office.
    • Accurate attention to detail with filing and data entry.
    • Excellent written and oral communication skills.
    • Excellent interpersonal and organizational skills.
    • Typing 50 words per minute.
    • Experience with multi-line phone system.
    • Must have reliable transportation, valid driver’s license, auto registration and automobile
    • Must have an acceptable driving record per CCS’ driving
    • Applicant must successfully pass required background checks prior to an offer of employmen
    • Ability to work both independently and as a member of a
    • Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing
    • Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.



    • Experience working in a non-profit organization.
    • Familiarity with social service/mental health terminology and practices.


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