Administrative Operations Coordinator

Job Title:  Administrative Operations Coordinator

EEO CODE: 05.1
FLSA: Exempt
OCC. CATEGORY: Executive Assistants
PAY GROUP: E - $41,600 annually (non-negotiable)

BENEFITS

Medical • Dental • Vision • Basic Life and AD&D • Employer Paid Long Term Disability • Retirement 401K • Employee Assistance Program • Paid Time Off • Employee Discount Program

OBJECTIVE

To provide executive-level administrative and operational support to the CEO and Director of Quality Improvement in a manner that advances organizational effectiveness and compliance. This role is responsible for coordinating Board activities, supporting quality and accreditation efforts, overseeing office operations, and serving as the organization’s Safety Officer.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Chief Executive Officer

Directs: Does not supervise employees

Other: Works closely with the CEO, Director of Quality Improvement, Board of Directors, Administrative Team, and external partners/vendors

QUALIFICATIONS

Required

High school diploma with a minimum of two (2) years of relevant administrative experience, including training in office management

Excellent communication, writing, and proofreading skills

Strong critical thinking and decision-making abilities

Exceptional organization and time management skills

Ability to work independently and manage multiple priorities in a fast-paced environment

Proficiency in Microsoft Office and technology systems

Experience coordinating meetings, logistics, and preparing official records/minutes

Preferred

Experience in office management, facilities coordination, or administrative operations

Knowledge of workplace safety practices, emergency preparedness, or compliance frameworks

Experience in nonprofit and/or behavioral health settings

WORK ENVIRONMENT

Work is conducted primarily in a climate-controlled office setting. The employee must be able to remain in a stationary position for extended periods, move about the office as needed, operate computer equipment, and occasionally move equipment and files. The role requires effective communication with leadership, Board members, staff, and community stakeholders while maintaining professionalism and confidentiality. Reasonable accommodations may be made to enable individuals to perform essential functions.

ESSENTIAL JOB FUNCTIONS

Provide high-level executive administrative, operational, and office management support, including coordination of Board functions, oversight of office systems and workflows, and management of safety and emergency preparedness activities to ensure organizational efficiency and compliance.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Executive & Administrative Support

Provide direct administrative support to the CEO and Director of Quality Improvement, including communication, scheduling, and coordination of organizational initiatives

Prepare, maintain, and organize records, reports, and documentation to support projects and programs

Manage internal and external communications on behalf of leadership

Coordinate meetings, conferences, and organizational events

Board Coordination & Governance Support

Maintain Board schedules, records, and official documentation

Prepare Board agendas, minutes, and supporting materials; coordinate review and approval processes

Facilitate Board communications, notifications, and committee coordination

Assist with planning and execution of Board meetings, retreats, and special events.

Office Management & Operations

Oversee daily office operations to ensure efficiency, organization, and a professional environment

Manage office systems, supplies, equipment, and vendor relationships (e.g., maintenance and service providers)

Coordinate facility needs, including maintenance, repairs, and workspace organization

Maintain centralized administrative systems, including filing systems, shared drives, and templates

Serve as a central point of contact for office-related needs and administrative coordination

Safety Officer & Emergency Preparedness

Serve as the organization’s designated Safety Officer

Coordinate, maintain, and update the Emergency Preparedness Plan in alignment with regulatory and accreditation standards

Ensure availability and maintenance of safety equipment, including first aid supplies and AED/defibrillator

Coordinate and document safety drills and emergency response activities

Maintain incident reports and ensure timely documentation and follow-up

Monitor workplace safety practices and recommend improvements to leadership

Promote staff awareness and adherence to safety protocols

Compliance & Quality Support

Assist with organizational licensure, contract compliance, and regulatory requirements (DCF, Managing Entity, COA)

Support implementation and monitoring of Council on Accreditation (COA) standards

Collaborate with the Director of Quality Improvement on data collection, reporting, and evaluation activities

Ensure documentation and reporting requirements are completed accurately and timely

Maintain strict confidentiality in compliance with HIPAA and organizational policies

Team Collaboration & Organizational Support

Work collaboratively with administrative and leadership teams to support organizational goals

Participate in required meetings, trainings, and professional development activities

Support the organization’s Performance and Quality Improvement Plan

Complete required documentation, reports, and time sheets accurately and on time

Assist with special projects and additional duties as assigned

GENERAL REQUIREMENTS

Adhere to all organizational policies and procedures, including safety, ethics, and confidentiality standards

Maintain flexibility to adjust schedule and priorities as organizational needs evolve

Demonstrate professionalism, initiative, and a commitment to the mission and values of the organization

CDAC Behavioral Healthcare is an Equal Opportunity employer. Individuals with Disabilities and Veterans are encouraged to apply.  Drug Free Workplace Employer, DRUG TESTING REQUIRED

A Level II background screening is required. For more information, please use the following link. https://info.flclearinghouse.com/