SUMMARY OF POSITION
Reporting to the Sr. Director of Clinical Services and Program Innovation, the Administrative & Intake Coordinator oversees both administrative operations and intake functions for the Outpatient SUD Department in Santa Clarita. This role is responsible for front office management, intake screening, scheduling, and coordination of the full intake process, while also supporting clinical staff and maintaining key administrative workflows, including clinical documentation tracking.
This position serves as the primary administrative lead for the site, providing guidance and support to administrative staff across multiple locations and ensuring consistency in intake and operational processes. The role also includes facility oversight for the Santa Clarita location.
The Administrative & Intake Coordinator facilitates CO-Triage for all scheduled intakes, manages the intake calendar, and ensures timely access to services. This role is responsible for coordinating and facilitating the intake process, which may include initial clinical engagement, education, crisis support, and overall coordination of the patient’s episode of care within outpatient substance use disorder treatment. In collaboration with the clinical team, this position supports the assessment, planning, and coordination of care in alignment with evidence-based practices. It ensures compliance with county, state, and federal requirements. A strong emphasis is placed on maintaining a patient-centered approach that promotes engagement, recovery, and continuity of care.
DUTIES AND RESPONSIBILITIES
Clinical Counseling/ Intake
Facilitate Intakes addressing addiction, co-occurring disorders, life skills, and recovery supports using evidence-based modalities such as CBT, MI, and relapse prevention strategies.
Maintain proficiency in ASAM Criteria and actively contribute to individualized treatment planning, as reflected in the Intake documentation.
Provide crisis intervention, psychoeducation, and relapse prevention planning tailored to patient needs.
Support patients in building coping strategies, self-efficacy, and relapse prevention skills.
Main male urine analysis collection point of contact for Phamatech clinical operations.
Care Planning
Coordinate patient admissions and SUD Levels of Care (LOCs), ensuring continuity of treatment.
Collaborate with healthcare providers, mental health professionals, and social service agencies to promote integrated care.
Assist patients in accessing supportive services such as housing, education, employment, and public benefits.
Document referrals and follow-up to ensure patients successfully connect to recommended services.
Documentation & Compliance
Maintain accurate, timely, and clinically appropriate documentation in patient records, including progress/CO-Triage/Intake notes and other required reports.
Ensure compliance with Medi-Cal, SAPC, DHCS, CARF, and Title 9/22 standards.
Special Populations
Provide culturally competent care that meets the needs of diverse populations including individuals experiencing homelessness, persons with co-occurring disorders (CODs), pregnant and parenting women (PPW), youth, LGBTQ+ individuals, and justice-involved individuals.
Advocate for patients in legal, educational, and community settings, including preparing reports and letters of support.
Collaborate with reentry programs and community agencies to support justice-involved patients reintegrating into the community.
Clinic & Administrative Support
Answerphonesandroutecalls appropriately
Schedule client appointments, follow-ups, and maintain calendar organization for clinical staff
Conduct drug screenings and inputresults into internal andexternal systems (e.g., PCNX)
VerifymonthlyMedi-Caleligibilityandupdaterecordsaccordingly
Maintain and manage client files, forms, and documentation asrequired by SAPC and internal protocols
Supportdataentryand fileeditingneedsforinternalprojectsandreporting
Prepare andprocess daily clinic logs, including appointment tracking and service data summaries
Operations &Inventory
Order andmaintain office and clinic supplies; track usage andmanage vendor deliveries
Coordinate withthe Finance and HRdepartmentto place organizationalsupply orders and reconcile purchasing documentation
Provide basic payroll-relatedsupport suchastime sheet collection orcheck distribution
Manage clinic inventory systems, equipment needs, andreplenish testing supplies regularly.
StaffSupport&Leadership
Support onboarding and training fornew administrative staff at VanNuys and Santa Clarita clinics
Act aslead point ofcontact for Clinical Staff Assistants fordaily questions, procedural clarification, and workflow consistency
Assistwithshiftcoverageandschedulingtoensureuninterruptedclinicsupport
Contributetoquality assuranceefforts relatedtofront officeoperationsand documentationstandards
FacilityOversight-Santa Clarita
Serveastheprimarycontactforfacilitiesmaintenance,vendors, andrepair scheduling
Monitorbuildingaccess, manage keydistribution,andensure adherenceto safety procedures
Track and manage facility-related purchases through company vendor accounts(e.g.,OfficeDepot,Costco)
Supportemergencypreparednessandmaintainasafe,cleanclinicenvironment
Qualifications
Highschooldiplomaorequivalentrequired;associatedegreepreferred
2+yearsinadministrativesupportorofficecoordination,preferablyina healthcare orbehavioral healthsetting
FamiliaritywithMedi-Cal, SUDtreatmentworkflows,orSAPCdocumentation is strongly preferred
ProficientinMicrosoftOffice,dataentry,andelectronicrecordssystems
Strongorganizationalskillswithattentiontodetailandfollow-through
Comfortableworkingindependentlyandacrossteams
Bilingual(Spanish/English)preferred,notrequired
WorkEnvironment
On-siteroleatVanNuysclinic
Monday-Fridayschedule,withflexibilitytosupportspecialprojectsorcoverage asneeded
EXPERIENCE/QUALIFICATIONS
Current registration as a SUD counselor with a DHCS-recognized certifying body (CCAPP, CADTP, or CAADE).
Knowledge of ASAM criteria, DSM-5 substance-related diagnoses, and evidence-based treatment practices.
Experience providing group and individual counseling services.
Familiarity with Medi-Cal and county-funded treatment systems.
Strong interpersonal, organizational, and communication skills.
Culturally competent and trauma-informed approach to care.
Proficiency in electronic health record (EHR) systems.
Bilingual (Spanish/English) preferred, not required
REQUIREMENTS
Must pass DOJ and FBI background clearance.
Valid California Driver’s License and reliable transportation may be required.
TB clearance.
Driving record acceptable for agency insurance coverage.
Fire and Safety Training*.
First Aid and CPR Certification*.
Crisis Prevention Institute (CPI) Training.
Training in Motivational Interviewing (MI), Cognitive Behavioral Interventions (CBI), and Trauma-Informed Care.
(*Agency will provide or facilitate training as needed.)
BENEFITS
Professional development and continuing education support
PHYSICAL REQUIREMENTS
To perform this job successfully, the employee must be able to perform all essential functions with or without reasonable accommodation. Approximately 50% of the time is spent sitting, with frequent walking, standing, and bending. Occasionally required to stoop, kneel, crouch, or crawl. Must be able to lift and/or move unassisted up to 20 pounds.