Administrative and Special Projects Coordinat

Job Summary

Under direction, performs a wide variety of professional analytical and administrative duties in support of assigned functions, operations, programs, and departments. Performs duties in support of various administrative operations and activities including special projects, research studies, analysis, and other specialized functions; coordinate and manage OCHN internal policies and procedures; prepares various reports to improve the efficiency and effectiveness of operations; coordinates assigned activities with other OCHN departments, outside agencies, and the general public.

Supports the credentialing, recredentialing, and provider enrollment processes for behavioral health professionals and contracted organizations. This position assists with maintaining provider records, tracking licenses and certifications, preparing applications, and ensuring compliance with regulatory, accreditation, and payer requirements. This role provides an excellent opportunity for an individual seeking to build a career in healthcare administration, compliance, or provider services.

Essential Functions

• ​​Perform a wide variety of professional level research, administrative, and analytical duties in support of assigned functions, operations, programs, department.
• ​Perform duties in support of various administrative operations and activities within assigned area of responsibility including special projects, research studies, and other specialized functions.
• ​Administer and coordinate assigned functions or projects; participate in the development and implementation of goals, objectives, and priorities for assigned functions or programs; recommend and implement resulting policies and procedures.
• ​Assists with multiple workgroup responsibilities.
• Perform complex clerical assignments such as developing new and special forms and presentations, establishing, and maintaining appropriate databases, and preparing reports and other correspondence as required.
• Provide assistance in resolving operational and administration issues; identify issues and conduct research to find alternative solutions; make and assist in the implementation of recommendations.
• ​Coordinate, implement, and monitor special projects within assigned area of responsibility; perform complex research and analysis of new programs, services, policies, and procedures; prepare and present reports.
• Assure confidentiality of all information as required by law and by policy.
• ​Assist with data entries.
• ​Respond to inquiries in a courteous manner; provide information within the area of assignment; respond to inquiries in an efficient and timely manner.
• Perform related duties as required.

Credentialing Support

• Assist with the collection, verification, and maintenance of practitioner (i.e, Clinical Professional Staff) credentialing documents.

• Maintain provider files and ensure documentation is complete, accurate, and current.

• Track expiration dates for professional licenses, certifications, malpractice insurance, and other required credentials and documentation required for organizational credentialing.

• Prepare credentialing and recredentialing packets for review.

• Perform data entry and maintain credentialing databases.

Provider Enrollment Support

• Assist with the preparation and submission of provider enrollment applications.

• Monitor application status with Medicaid.

• Follow up with providers and payers regarding missing information or application updates.

• Maintain accurate records of enrollment activities and provider participation status.

Compliance and Documentation

• Conduct routine checks of provider licenses and certifications.

• Support compliance with organizational policies and accreditation standards.

• Assist with audits, surveys, and documentation requests.

• Maintain confidentiality of provider and organizational information.

Administrative Support

• Organize and maintain electronic and paper files.

• Generate reports and spreadsheets related to credentialing activities.

• Schedule meetings and coordinate follow-up activities as requested.

• Respond to internal questions regarding provider documentation and enrollment status.

Job Requirements and Qualifications

Education:

• Bachelor’s degree in Health and Human Services, Business Administration, Finance, Accounting, Human Resources, Public Administration, Economics, or related discipline.

Training Requirements (licenses, programs, or certificates):

Experience Requirements:

• Minimum of three years of increasingly responsible administrative, analytical, and/or budgetary experience.

Preferred Requirements:

• Experience working in healthcare, behavioral health, human services, or insurance settings.

• Familiarity with Medicaid programs.

• Knowledge of electronic health record systems or document management systems.

• Experience working with databases or spreadsheets.

Knowledge Requirements:

• Methods and techniques of data collection, research, and report preparation.

• Methods and techniques of statistical and financial analysis.

• Principles and procedures of financial record keeping and reporting.

• Principles and practices of budget preparation and administration.

• Office procedures, methods, and equipment including computers and applicable software applications.

• Principles and practices of customer service.

• Principles of business letter writing.

• English usage, spelling, grammar, and punctuation.

• Pertinent federal, state, local laws, and regulations.

Job Specific Competencies/Skills:

• Highly developed computer skills.

• Highly proficient Excel spreadsheet skills.

• Highly developed ability to collect, analyze and present data.

• Highly effective oral and written communication skills.

• Highly effective interpersonal skills in working with internal and external customers.

• Ability to review and properly process documents containing highly sensitive and confidential information.

• Highly developed ability to maintain tact and discretion during interactions with management, staff, and community members.

• Strong attention to detail and accuracy.

• Excellent organizational and time-management skills.

• Ability to manage multiple tasks and deadlines.

• Strong verbal and written communication skills.

• Ability to maintain confidentiality and handle sensitive information.

• Proficiency in Microsoft Office Suite.

• Ability to learn healthcare regulations, credentialing standards, and enrollment processes.

• Strong customer service mindset and professional demeanor.

Oakland Community Health Network’s Core Competencies:

• Interacting with others in a way that gives them confidence in one’s intentions and those of the organization; demonstrating loyalty to the organization and its mission and values; maintaining social, ethical, and organizational norms; firmly adhering to codes of conduct and ethical principles. (Integrity/Building Trust)
• Making customers and their needs a primary focus of one’s actions; developing and sustaining productive customer relationships, recognizing that the ultimate customer is the person served. (Customer Focus)
• Actively identifying new areas for learning; regularly creating and taking advantage of learning opportunities; using newly gained knowledge and skill on the job and learning through their application. (Continuous Learning)
• Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence in addition to consciously adopting organizational standards of excellence. (Work Standards)
• Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message. (Communication)

Additional Information

(Travel required, physical requirements, on-call schedules, etc.):

• Must have available means of transportation to and from OCHN and for required offsite meetings or site visits.
• Must be available for meetings and events which may occur outside of standard office hours.
• Work performed primarily in an office environment.
• Hybrid (onsite/remote) work schedule available.
• The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation.

OCHN is committed to building a diverse team and fostering an inclusive and equitable culture. We are proud to be an equal opportunity employer that embraces and encourages our employees' differences. This includes (but is not limited to) ability, age, color, family type, gender expression and identity, individual expression, medical conditions, national origin, pregnancy, race, religion, sexual orientation, veteran status, and all other diverse and wonderful characteristics.