ASSISTANT COORDINATOR JOB DESCRIPTION

An Assistant Coordinator in community mental health carries partial program authority without full supervisory accountability. That tension defines the work. Day-to-day, this person holds the gap between direct-care staff and licensed clinical leadership: monitoring Medicaid-compliant documentation, supporting DMH-mandated treatment planning cycles, and stepping into program oversight when the Coordinator is unavailable. The role demands both clinical awareness and operational discipline. Few positions at this seniority level require simultaneous fluency in consumer rights regulations and shift-scheduling logistics.

As the Assistant Coordinator, you ensure that residential and outpatient mental health programs meet Department of Mental Health standards while maintaining accurate, audit-ready consumer records and supporting front-line care staff. You work within a multidisciplinary team that typically includes licensed clinicians, nursing staff, and program coordinators, with day-to-day accountability flowing to the Residential or Program Coordinator.

Career Impact: Experience in a DMH-regulated program, combined with Medication Assistance Certification (MAC), builds the documented clinical-operations record most employers require before promoting into a Coordinator role.

Business Impact: Accurate treatment plan documentation and timely Medicaid reporting directly determine whether program funding remains intact and consumers retain uninterrupted access to care.

Growth Opportunity: This seat is the recognized stepping stone toward Program Coordinator and, for those pursuing licensure, toward Clinical Coordinator roles that require supervised practice hours in a mental health setting.

• Monitor consumer documentation across treatment plans, Basic Living Skills notes, and significant event logs to ensure DMH compliance and completeness.
• Assist with screening consumers entering the program and support implementation of individualized movement and transition plans.
• Schedule and supervise direct-care staff coverage, reporting absenteeism concerns and ensuring shifts meet program guidelines.
• Coordinate consumer transportation to and from clinical programs, liaising with nursing staff on medication management requirements.
• Complete bi-weekly clinical notes and monthly administrative reports within deadlines set by DMH standards.
• Conduct individual or group training sessions for consumers as indicated by treatment team recommendations.
• Participate in treatment team meetings alongside therapists, nurses, and program staff to support care continuity.
• Maintain MAC certification and ensure facility-level compliance with safety, fire prevention, and health regulations.

• Bachelor's degree in behavioral sciences, human services, or a related field, or equivalent work experience.
• 2 or more years of direct-service experience in a mental health or human services setting, with demonstrated client-facing responsibilities.
• Working knowledge of Department of Mental Health program standards and Medicaid documentation requirements.
• Familiarity with HIPAA and consumer confidentiality obligations in a residential or outpatient care environment.
• Valid driver's license with a clean driving record and ability to transport consumers using a personal or program vehicle.
• Ability to complete Medication Assistance Certification (MAC) within 90 days of hire.
• Strong written and verbal communication skills with the ability to produce legible, accurate clinical documentation.

• Previous experience in a supervisory or lead role within a residential mental health or dual-diagnosis program.
• Exposure to crisis intervention protocols or critical incident stress management procedures.
• Associate's or bachelor's degree in social work, psychology, or a counseling-related discipline in addition to the required field.
• Bilingual proficiency in English and Spanish, supporting service delivery to diverse consumer populations.

• Documentation compliance rate, measuring the proportion of consumer records meeting DMH audit standards on review.
• Treatment plan completion timeliness, tracking notes and reviews submitted within required DMH windows.
• Staff coverage fill rate, reflecting how consistently scheduled shifts are covered without gaps or overtime overruns.
• Consumer transportation incident rate, measuring safe, on-time completion of scheduled clinical transport runs.
• MAC certification status, confirming active, current credentialing within the 90-day onboarding requirement.

• Base Salary Range: $36,000–$48,000 annually, varying by state and program size
• Bonus: Modest annual performance bonus where offered; not universal in this sector
• Equity: Typically not offered in nonprofit or public mental health settings
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by organization type
• PTO: 10–15 days annually; additional leave for required training and certification maintenance
• Common Perks: Mileage reimbursement for consumer transport, tuition assistance toward licensure, and EAP access

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background checks, including CORI review and driving record verification, are a condition of employment given the direct-care and consumer transport nature of this role. All qualified applicants will receive equal consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to applicants and employees with disabilities upon request. Candidates must be authorized to work in the United States before commencing employment.

The Assistant Coordinator owns the end-to-end administrative lifecycle of assigned apprenticeship programs, from registering apprentices for each curriculum level to processing enrollment status forms and distributing weekly attendance reports. Reporting to program leadership and working closely with instructors and employers, the role strengthens student and employer retention by maintaining accurate records and facilitating timely follow-up across all program touchpoints.

Key Responsibilities

• Act as the primary point of contact for assigned programs and respond to inquiries from students and employers.
• Maintain and update student database records with apprentice information, including absences, phone calls, emails, and inquiry responses.
• Process, print, and distribute weekly attendance reports to instructors and follow up on absences daily by phone and in writing.
• Counsel apprentices regarding absences and the make-up process.
• Complete Enrollment Status Forms for apprentices placed on 45-day transition, upload records to individual profiles, file paper copies, and send follow-up emails to apprentices.
• Register apprentices for the next level of the apprenticeship program upon successful completion of the previous curriculum.
• Conduct orientation events for students and instructors.
• Create checklists and standard operating procedures to foster sustainability.
• Train participating employers on the student database and troubleshoot basic issues.
• Follow up with employers regarding apprentice absences, employment status, withdrawals, and GPA, and counsel apprentices regarding consecutive absences leading to program drop.
• Formulate Enrollment Status Forms for apprentices being dropped from a trade or program.
• Assist instructors with the completion of instructor certifications.
• Assist with securing Change of Employer forms or Sponsor forms from apprentices as needed.
• Assist with initiatives that encourage and strengthen student, apprentice, and employer retention, along with other administrative duties as assigned.

Required Qualifications

• Minimum of two years of professional administrative experience required.
• Experience working with education and non-profit organisations is preferred.
• Ability to work effectively with groups and independently to achieve desired results.
• Keen attention to detail in the execution of daily activities.
• Organised and able to maintain records and files accurately.
• Strong communication and relationship-building skills with the ability to engage students and employers.
• Basic proficiency in Microsoft Office and ability to correspond professionally via email and phone.
• Demonstrates integrity and strives for excellence, with a desire to see the team succeed.
• Passionate about the mission and able to communicate it effectively to internal and external stakeholders.

Embedded within the simulation and immersive technology team, the Assistant Coordinator delivers operational support across low- to high-fidelity simulation events, including programming, maintaining patient simulators, and providing ACLS, PALS, and BLS training for students, faculty, and staff. Working closely with health-related faculty and the Simulation Coordinator, this role ensures optimal learning experiences by integrating current and emerging simulation technology into health-related academic curricula.

Core Functions

• Assist with all low- to high-fidelity simulation and immersive technology events, ensuring proper programming, operation, and maintenance of patient simulators and virtual technology.
• Assist with hiring, scheduling, and training Simulation Voicers on the operation of manikin software programs and other technology.
• Collaborate with faculty from health-related academic disciplines through tabletop discussions to ensure all learning objectives of simulations are met and to provide optimal learning experiences for students.
• Assist faculty in evaluating student learning and modify event designs accordingly.
• Work with the simulation team to identify new ways to integrate simulation experiences using current and future technology innovations into the curriculum of all health-related disciplines.
• Provide back-up support to the Simulation Coordinator.
• Provide ACLS, PALS, and BLS training for students, faculty, and staff in health-related academic programs.
• Support the development and implementation of policies, procedures, and best practices consistent with the Simulation Centre mission, vision, values, and strategic plan.
• Actively seek professional development opportunities.

Qualifications & Experience

• High school diploma required.
• Bachelor's degree in a health-related profession or Emergency Medical Technician certification preferred.
• ACLS, PALS, and BLS Instructor Certification required.
• Certified Healthcare Simulation Operations Specialist (CHSOS) required within two years of hire.
• Recent experience with healthcare simulation, simulation recording systems, and programming and operating high-fidelity patient simulators, including Laerdal, CAE, and Gaumard products, required.
• Knowledge and understanding of experiential learning theory required.
• Ability to navigate high-technology learning environments required.
• Proficiency in Excel, Word, and Outlook required.
• Ability to work as a team member and independently.
• Experienced in effectively coordinating and organising multiple tasks simultaneously.
• Ability to exhibit flexibility in work schedule and job tasks.
• Ability to develop and maintain effective working relationships with associates, supervisors, faculty, and students.
• Outstanding verbal and written communication skills required.

Reporting to the Coordinator, the Assistant Coordinator leads daily operations of the Respite Beds Program, including supervising program staff, overseeing consumer calendars and admission and discharge documentation, and acting as Program Coordinator during the Coordinator's absence. Partnering with departments and external agencies as a key liaison, the role enables continuity of care by planning and evaluating rehabilitative and support services through assessments, treatment planning, and peer support group development.

Primary Duties

• Provide oversight of the Respite Beds Program and act as Program Coordinator in the Coordinator's absence.
• Orient and train new staff to daily operations of the program and division procedures.
• Provide ongoing supervision to program staff and peers.
• Ensure accuracy and timeliness of consumer calendars, admission and discharge forms, special billing, and service activity logs.
• Plan, implement, and continuously evaluate rehabilitative and support services through assessments, treatment planning, and development of peer support groups.
• Schedule individual meeting times with consumers.
• Act on disciplinary procedures as required.
• Identify problem areas and coordinate work for upkeep of the site, including chores, bedroom upkeep, yard maintenance, and other housekeeping duties.
• Serve as a liaison among departments and external agencies to facilitate continuity of care.
• Transport consumers using a personal or program vehicle as required.
• Encourage and support diverse views, demonstrate standards of respect, and contribute to a professional and inclusive workplace environment.

Skills & Qualifications

• High school diploma or equivalent required.
• Associate's or bachelor's degree in a human services field is desired.
• Current valid driver's licence with the ability to provide a registered, inspected, and insured personal vehicle for work-related purposes, including transporting clients, required.
• Previous supervisory experience preferred.
• Previous experience working with clients in human services, mental illness, or dual diagnosis desired.
• All candidates are subject to a CORI review as outlined by the relevant regulations.

Sitting at the intersection of collegiate athletics and marketing strategy, the Assistant Coordinator shapes season ticket campaigns, in-game sponsorship execution, and fan engagement programming while designing game-day graphics and coordinating national anthems, halftime entertainment, and special presentations across home events. Operating across internal athletic staff, approximately 50 undergraduate interns, and community organisations, the role advances the department's revenue sport promotion and booster club membership goals.

Duties

• Assist with the overall marketing and advertising of athletics.
• Assist with season ticket campaigns and the coordination and implementation of promotions and events for revenue sports.
• Manage advertising, collateral coordination, and entertainment and promotions for home softball and men's and women's golf, with secondary responsibilities for women's basketball.
• Oversee the scheduling and coordination of national anthems, special guests, and halftime entertainment for home basketball games and other special events.
• Oversee and manage all marketing and membership goals for the booster club.
• Serve as liaison between the student body and the athletic department.
• Assist in the planning and coordination of the Fan Zone for home football games.
• Assist with coordination of the student internship programme, including recruiting, scheduling, and training approximately 50 undergraduate students to accomplish marketing and fan engagement duties.
• Coordinate with local community organisations on the planning and execution of special events.
• Coordinate the execution of in-game sponsorship elements for assigned sports to create engaging in-game atmospheres for fans and student-athletes.
• Assist in the creation and execution of special presentations and recognitions delivered by members of the athletic staff.
• Design select game-day graphics and collateral.
• Assist in social media directives and internet and social media advertising, including the execution of weekly marketing emails to promote events.

Requirements

• Bachelor's degree in Public Relations, Marketing, or a related field required.
• 12–24 months of experience as a full-time worker, graduate assistant, or student worker in collegiate athletic marketing or a related field required.
• Proficient in Adobe Photoshop, Illustrator, and InDesign.
• Proficient in Microsoft Office.
• Detail-oriented with a focus on accuracy of data and information.
• Highly organised with the ability to balance multiple projects and deadlines.
• Strong initiative to solve problems.
• Extraordinary focus on customer service.
• Ability to work long hours, including nights and weekends.
• Excellent written and oral communication skills.

A key member of the Americas NPAC team, the Assistant Coordinator supports the end-to-end new products approval lifecycle by screening business proposals, documenting review meetings, and providing reports and analysis from the global database to meet business, regulatory, and audit requirements. Collaborating across business units, control functions, and global project stakeholders, the role enables sound risk assessment by ensuring all relevant risks, issues, and control function opinions are accurately represented in each proposal.

Functions

• Assist in screening business proposals to determine the scope of review required and make appropriate recommendations to the Chair and Primary Coordinator.
• Liaise with businesses to ensure that proposals, including additions to Permitted Product Lists, pre-screening of potential initiatives, and Post-Implementation Reviews, accurately represent all relevant risks and issues, and that relevant control functions have reviewed and opined on the proposal.
• Participate in review meetings, engage directly in the evaluation of risk issues, and document meeting discussions.
• Engage business and control stakeholders to ensure that issues raised during the review are duly addressed and resolved.
• Provide reports and analysis from the global database to meet business, regulatory, and audit requirements.
• Complete documentation requirements for reviewed proposals and manage MIS data.
• Assist in regional and global initiatives, including automation and digitisation of workstreams.

Experience & Qualifications

• Experience in the financial services industry required.
• Basic understanding of different risk types, including market, credit, operational, liquidity, franchise, legal, reputational, and regulatory risks, required.
• Product knowledge across a broad set of asset classes and transactions, including equities, commodities, FX, rates, structured products, private equity, and cash management, is advantageous but not required.
• Excellent organisational skills with the ability to manage multiple proposals concurrently across varying subject matter and levels of urgency.
• Ability to multi-task effectively in a high-volume, complex environment with changing priorities and a practical, solutions-driven approach.
• Ability to build strong internal and external networks.
• Strong analytical and problem-solving abilities with a high level of integrity when handling highly confidential data.
• Self-starter with the ability to assimilate and analyse large amounts of information.
• Strong tenacity, resilience under pressure, and self-motivation in a fast-paced and demanding environment.
• Excellent communication and interpersonal skills, with experience working across multiple geographies, businesses, and functions.
• Strong attention to detail, high engagement, and an outcome-oriented mindset.

Consistent compliance with applicable laws, accurate personnel records, and high-quality resident relations depend on the Assistant Coordinator, who greets guests, supports new hire orientation and training, and coordinates administrative functions across the community. Based within a certified Great Place to Work organisation offering medical, dental, vision, 401k, paid time off, and personalized professional development, the role serves residents, families, and employees through consistent compassion and positive interpersonal engagement.

Accountabilities

• Answer phones and greet all guests in the community.
• Assist in ensuring compliance with all applicable laws, rules, regulations, policies, and procedures.
• Assist with coordinating new hire orientation and training for all team members.
• Coordinate and assist in the administration and accuracy of personnel records.
• Build and maintain relationships with residents and their families and provide excellent customer service and follow-up.
• Work harmoniously with other employees and maintain positive employee relations.
• Work according to the necessary schedule with or without reasonable accommodation.

Position Requirements

• Minimum of one year of experience in customer service or an office support role required.
• Previous experience in an administrative assistant, front desk receptionist, or office coordinator role preferred.
• Ability to work a full shift, arrive on time, and work overtime as needed.
• Strong interpersonal skills with the ability to engage others effectively.
• Strong listening and communication skills.
• Good time management and organisational skills.
• Flexibility and adaptability in approach to work.
• Compassion for residents, staff, and guests on a consistent basis.
• Demonstration of humility, integrity, and a drive for excellence in all aspects of the role.

As the Assistant Coordinator, this role manages the day-to-day operational functions of the Rockingham Social and Overnight Respite Centre, including audits, stock management, infection control, and food handling, while coordinating activities that improve client and carer wellbeing in line with Aged Care Quality Standards. The Silver Chain team relies on this work to ensure clients achieve their independence and socialisation goals through safe, compliant, and inclusive service delivery.

Activities

• Manage the day-to-day operational functions of the centre.
• Support the team in coordinating activities that improve the wellbeing of clients and their carers and meet relevant guidelines and standards.
• Collaborate with the Coordinator and Manager to promote a safe and inclusive work environment.
• Promote client independence and socialisation within the local community.
• Support the team in evaluating clients' specific needs and assist them in achieving their goals.
• Liaise with families and carers regarding client safety and care, raising issues as required.
• Comply with organisational health and safety obligations and report, investigate, and facilitate emergency evacuations on a regular basis.
• Manage operational food handling and infection control within the centre, complying with relevant policies and procedures.
• Provide support, coaching, and mentoring to social centre staff and volunteers.

Knowledge Skills & Abilities

• Certificate III in Community Services or equivalent required.
• Certificate IV in Community Care is desirable.
• Certificate IV in Community Services or equivalent, and/or demonstrated experience in a leadership role, is highly desirable.
• Experience in social centre operations is advantageous.
• Experience in coaching and training other staff.
• Understanding of the Aged Care Quality Standards required.
• Demonstrated knowledge of service provision, allocation, and compliance with contractual obligations to ensure quality service delivery.
• Demonstrated understanding of aged care, community care, disability, and health care.
• Demonstrated computer literacy.

Assistant Coordinator delivers high-level administrative support across a broad portfolio spanning budget management, faculty grant and manuscript preparation, executive calendar management for the COO, and coordination of departmental events including named lectureships. The work directly supports senior administrators, donors, board members, faculty, and graduate students by maintaining accurate records, facilitating cross-divisional projects, and ensuring compliance with training, vaccine, and appraisal requirements.

Operational Focus

• Provide administrative support to the Chief Operating Officer and leadership team, including managing the COO's calendar and arranging all details of meetings and travel reimbursements.
• Assist with preparation of executive presentations, documents, and assigned projects.
• Provide administrative support to the departmental leadership team, including scheduling and preparing for meetings, coordinating employee recognition and wellness activities, and assisting with onboarding of new staff.
• Ensure staff compliance with training, vaccine, and annual appraisal requirements, and maintain employee records in both hardcopy and electronic formats.
• Plan, direct, and execute routine and special projects as assigned, including capital projects, space planning, compliance and regulatory readiness, and process improvements.
• Support academic activities of faculty, including preparation of grants, manuscripts, and presentations, conducting literature searches, and maintaining current CVs, bibliographies, and biosketches.
• Coordinate faculty travel arrangements and process reimbursements, manage calendar maintenance, and handle office supply purchasing.
• Maintain faculty, staff, community physician, and alumni records in the departmental database.
• Assist in coordinating departmental events, including named lectureships, by sending invitations, collecting RSVPs, and securing venue and catering arrangements.
• Perform standard office functions, including answering phones, screening and triaging messages, preparing correspondence, scheduling meetings, and organising and maintaining files.
• Provide support for website content updates, including faculty profiles, headshots, biosketches, departmental videos, and newsletters.
• Assist with development of faculty recruiting materials, executive presentations, announcements, and other department-wide communications.
• Coordinate maintenance of departmental policies and procedures and ensure efficient organisation of shared drives and hardcopy files.
• Gather data through surveys, monitor metrics to identify trends and best practices, and develop databases and dashboards to support communication.

Professional Experience

• High school diploma or GED.
• Bachelor's degree or college coursework preferred.
• Five years of experience as an administrative assistant or in a comparable role in a high-volume, professional office environment required, or an equivalent combination of education and experience.
• Proficiency in Microsoft Office products required.
• Detail-oriented with excellent communication, organisational, and time management skills.
• Ability to manage multiple tasks with simultaneous deadlines.
• Ability to represent the office in a highly professional manner and deal tactfully with diverse constituencies.
• Strong customer service approach and professional demeanour.