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Administrative Assistant, Care Coordination Team

Company: Gulf Bend Ctr
Location: Victoria
Posted on: June 8, 2021

Job Description:

Administrative Assistant, Care Coordination Team

WORKSITE LOCATION: Gulf Bend Regional Plaza, 6502 Nursery Drive, Suite 100, Victoria TX 77904

PAY GRADE: 9 ($12.46-$13.70) EEOC CODE: Administrative Support Worker FLSA STATUS: non-exempt

SHIFT: Fulltime; Monday thru Friday, 8:00am - 5:00pm, some on-call shifts evenings or weekends

EDUCATION AND EXPERIENCE REQUIRED: High School Diploma or GED equivalent.

Preferred: Two (2) years of full-time experience in administrative /secretarial work of increasing complexity. Hospital or home health administrative experience.

REPORTS TO: Care Coordination Program Manager


JOB PURPOSE: The Administrative Assistant for the Care Coordination Team is expected to practice in a person-centered, family-centered, and trauma-informed manner. This Administrative Assistant will work closely with the other members of the interdisciplinary treatment team to achieve a wholistic approach to care. This position will assist the Care Coordinators and Program Manager with daily functions. Responsible for providing moderately complex administrative support work within the Care Coordination Program. Provides clerical support to ensure contract measures and deadlines are met. Assisting customers with maintenance of healthy BMI, medications, substance use disorders and other disease processes through referrals is an integral aspect of this role. This position requires daily contact with families, external agencies, Center staff, and other providers to share information as needed. The goal of this position is improved customer wellness and outcomes. The Administrative Assistant is expected to gain and maintain current knowledge of the CCBHC model of care and related performance measures. Building and maintaining strong professional relationships with our community partners is a vital component of this position.


  1. Answer and direct phone calls.

  2. Work involves completing referral request for individuals served through care coordination services, disseminating information, maintaining filing systems, and general administrative support work.

  3. Organize and schedule appointments for referrals based on customer's service needs ex. - referrals to PCP, LCDC (substance use), other Counseling, transportation assistance, Nursing education etc.

  4. Maintain contact lists.

  5. Update and maintains Nursing Education materials.

  6. Update and maintain all ROI and consent forms for coordination of care correspondence.

  7. Produce and distribute correspondence memos, emails, letters, faxes, and forms.

  8. Ability to interview, screen, assist customers and to instruct others; prepare concise reports; and to maintain records.

  9. Provide general support to care coordinators, customers, visitors, and other members of the interdisciplinary team.

  10. Assist in the preparation of regularly scheduled reports.

  11. Handle PHI and other sensitive information in a confidential manner.

  12. Ability to write progress notes according to standard, assessments, memos, letters, various complex reports and miscellaneous other documents with acceptable spelling and grammar.

  13. Ability to relate verbal instructions, communicate in a courteous and effective fashion with co-workers, customers, families, agencies and the public.

  14. Display a customer service orientation; at all times treating customers as equals and partners.

  15. Mails out resource informational educational or relating to the community that is requested by the LVN care coordinator, or Program Manager to customer.

  16. Reviews all Care Coordination forms and save to group folder for staff access.

  17. Skilled in the use of personal and network computers, word processing, database, spreadsheet and office management software (Microsoft Office).

  18. Collaborates with all members of the person-centered treatment team to ensure best possible customer outcomes.

  19. Ability to develop and maintain professional relationships with community partners.

  20. May perform other work duties as assigned by the Care Coordination Program Manager.

  21. Must maintain regular and reliable attendance.

  22. Attend all required meetings.

  23. Other duties as assigned by supervisor.

  24. Uses the trauma informed care approach when providing services and working with others.
  • Understands the Three E's of trauma-informed care.
  • Understands the Four R's of trauma-informed care.
  • Understands the six key principles of trauma-informed care.


General Competencies:

  1. Must have computer experience to include, Microsoft Word, Excel, and Outlook.

  2. Must have good organizational skills to achieve multiple deadlines.

  3. Must communicate effectively both orally and written.

  4. Responsible for completion of all required documentation in an efficient and timely manner.

  5. Strong decision making and organizational skills are required.

  6. Must be self-directed with sound judgment under stressful situations.

  7. Exhibits cooperative teamwork and models professionalism by appropriate dress, language, ethics and work habits.


A trauma-informed approach to care "realizes the widespread impact of trauma and understands potential paths for recovery; recognizes the signs and symptoms of trauma in clients, families, staff, and others involved in the system; and responds by fully integrating knowledge about trauma into policies, procedures, and practices, and seeks to actively resist re-traumatization." The six key principles of a trauma-informed approach include: safety; trustworthiness and transparency; peer support; collaboration and mutuality; empowerment, voice and choice; and cultural, historical and gender issues (Substance Abuse and Mental Health Services Administration [2014]).

  • The Three E's of Trauma: Events, Experiences, and Effects.
  • The Four R's: Key Assumptions in a Trauma Informed Approach - Realization, Recognize, Respond, Resist Re-traumatization.


  1. Computer/laptop, telephone/mobile phone, VCR, projectors, calculator, computer, fax machine, and copy machine are used in performance of essential job duties.

  2. Various forms of paperwork are handled in performance of essential job duties.

PHYSICAL REQUIREMENTS and ENVIRONMENTAL CHECKLIST: Abilities required to perform the essential and marginal tasks of this job: Walking, operating office equipment, standing, operating motor vehicle, light lifting (under 15 lbs), sitting, ability to see, identify colors, light carrying (under 15 lbs), hearing (with aid), straight pulling, ability to write, climbing stairs, ability to count, ability to read, simple grasping, ability to tell time.

Work site and environmental conditions that apply to this job: Travel by car 20% of time, outside, inside, working closely with others, working alone.



  1. Interacts with employees' contractors, customers, community, family members, referral sources, governmental sponsoring and funding entities, program auditors, advocacy groups, and the media.

  2. Ability to communicate effectively, both verbally and in writing.

  3. Work behavior must be compatible with Center value statement and Policies and Procedures contributing to an environment of problem solving, building trust, conflict resolution, and customer service. Ability to perform tasks effectively and efficiently.

  4. Ability to plan and schedule work and implement directives without constant supervision.

  5. Ability to present a professional appearance and conduct when representing the Center.

  6. Ability to work cooperatively and productively with supervisor, individuals, co-workers, and groups of persons at all levels of activity, contributing to a strong spirit of teamwork.

  7. Ability to establish and maintain effective working relationships with staff, other agencies and the general public using tact, courtesy and good judgment.


  1. Current State of Texas Driver License or if you live in another state, must be currently licensed in that state. Liability insurance required.

  2. Must be insurable by Center's liability carrier if employee operates a Center vehicle or drives personal car on Center business.

  3. Good driving record as defined by Gulf Bend Center.

  4. Must complete all CORE training requirements prior to the due date.

  5. Must have computer experience to include: Microsoft Word, Excel, and Outlook. Must have good organizational skills to achieve multiple deadlines. Ability to type 40 wpm.

  6. Must maintain regular attendance and reliability which is critical to business operations. This is a fulltime position. Days and hours of work are Monday through Friday, 8:00am to 5:00pm or agreed upon hours 100% of the time, to ensure consistency and completeness of program's processes. Evening and weekend work may be required as job duties demand.

AAP/EEO Statement

Gulf Bend Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identify or expression, or any other characteristic protected by federal, state, or local laws.

This policy applied to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Keywords: Gulf Bend Ctr, Victoria , Administrative Assistant, Care Coordination Team, Other , Victoria, Texas

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