Operations Coordinator

Job Locations US-AZ-Sells
Job ID
Human Services
Regular Full-Time
Mental and Behavior Health


Responsible for office activities for the Program; performs extensive word processing, and general office duties; maintains function specific databases and lists; generates and distributes reports; maintains confidentiality of information received and distributed. Responsible for assisting members with enrollment in services including screening for eligibility and scheduling of intake assessments for referrals from external agencies and other system partners.


  • Supports the organization's policies, goals, and objectives; and works with management and other staff to achieve such goals and objectives.
  • Adheres to Health Insurance Portability and Accountability Act (HIPAA) of 1996.
  • Responsible for overall front office activities for the program/department, to ensure  professionalism in the way members and visitors are welcomed and appropriate staff are notified; telephone communications are answered and/or referred to appropriate staff and appointments are scheduled.
  • Obtains and records vital signs in members' charts prior to appointments, psych evaluations, when a patients begins a new medication or is scheduled for follow-up care, or upon request of a physician or nurse.
  • Responds to referrals for enrollment within required timeframes
  • Verifies member eligibility upon enrollment and periodically in accordance with state, federal, and local regulations
  • Assists members with applications to AHCCCS and/or Marketplace insurance plans
  • Refers members to services offered by Indian Health Services, Tohono O'odham Behavioral Health, and other system partners who are not eligible to receive services through Intermountain
  • Assists members with RBHA provider portals, HEA Plus, and healthcare.gov to determine their eligibility for services
  • Schedules initial intake appointment for member/family/guardian for referrals received from probation and other external agencies.
  • Responsible for obtaining and dispersing office supplies and office equipment for the program/department in accordance with company policies and budgetary restrictions.
  • Provides administrative support to program/department functions through word processing, filing, copying, collating, faxing, organizing and preparing material for distribution; takes messages; schedules meetings, interviews and appointments; and maintains office calendar of activities and appointments.
  • Assists Director, HR, Payroll and Training staff with the following processes:
    • Hiring - Utilizes iCIMS Recruiting and Onboarding application; schedules interviews, collects and attaches references, qualification documentation, etc. to candidate in iCIMS.
    • Training -Coordinates staff in-service trainings (scheduling, etc.), and forwards electronic documentation to Tucson Office Training/HR Generalist.
    • HR Requirements - Ensures that all HR documentation is submitted confidentially, in electronic format, to Tucson Office HR Director and/or HR group in a timely manner.
    • Payroll - Helps ensure that all payroll information reaches Tucson Office payroll administrator in a timely manner.
  • Maintains function-specific databases and appropriate lists; and other documents as required.
  • Compiles information from various sources for reports and documents and completes reports and documents as directed by administrators; meets deadlines as set by others or self.
  • Maintains an approved schedule and acceptable level of attention.


  • Education - Bachelor's or Associate's degree in a related field is preferred; HS/GED required.
  • Experience 
  • Three years' experience, with increasing responsibility as an Administrative Assistant, preferably in a human services environment.
  • Experience with confidential records and statistical analysis desired.
  • Regulatory -
  • 21 years of age
  • Current, valid Arizona Driver's License, 39 month Motor Vehicle Report and proof of vehicle registration and liability coverage to meet insurance requirements.
  • Eligible for DPS Level I fingerprint clearance.
  • First Aide, CPR  certification (Employer provides)
  • Initial negative TB test result. (Employer provides)


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