Program Coordinator

Program Coordinator

Come join our life-changing team building hope, resilience and well-being as a Program Coordinator! Shift details : Full-time 40 hours / week Schedule : Monday-Thursday from 8am-5 : 30pm and Friday from 8am-12pm. Compensation : $55,000 - $60,000 annual salary Location : ONSITE Vona Center for Mental Health New Hope, MN (9220 Bass Lake Road Ste 255, New Hope, MN 55428)

About the Job :

The Program Coordinator is responsible for overseeing all functions and administrative duties related to clinic operations. Key expectations include managing client flow to ensure they are fully prepared for admission such as verifying insurance, obtaining consent, and providing reminders while also supporting medication management providers with scheduling and record retrieval. In addition, the coordinator assists therapy and case management staff in fulfilling their roles. Success in this position requires being forward-thinking and situationally aware. Above all, client care is highest priority, and this role contributes by managing the operational details that ensure every client has the best possible experience within our organization.

Essentials :

• Lead client intake and referral processes by overseeing communication with potential clients, ensuring referral paperwork is completed accurately, and maintaining comprehensive records.
• Conducts needs assessments for prospective and new clients, using professional judgment to inform service planning and program alignment.
• Maintain expert-level knowledge of Vona's services to local and community resources, serving as a key liaison to connect clients with appropriate Vona program referral and community support.
• Collaborate, develop and maintain good working relationships with other service agencies, school and community resources, and coordinate services with these agencies.
• Direct resource utilization and referral pathways to maximize client outcomes and ensure the continuity of care.
• Represent the agency as a professional ambassador in community settings, promoting organizational values and strengthening external relationships.
• Ensure accurate and timely documentation of client interactions, family engagement, and collateral contacts through case notes that meet compliance standards.
• Oversee data tracking and reporting to inform program evaluation, identify trends, and support continuous improvement.
• Oversee administrative operations to ensure exceptional customer service, efficient scheduling, and seamless client check-in / check-out processes.
• Coordinate administrative support for clinicians and programs, ensuring accurate information flow, compliance auditing, and timely data into electronic systems.
• Manage provider support functions, including medication refill facilitation, care coordination triage, and documentation of medication-related inquiries and concerns.
• Oversee insurance processes, ensuring accurate collection, verification of benefits, and reporting of client insurance information.
• Implement and monitor crisis triage protocols, ensuring staff readiness to respond effectively to mental health emergencies.
• Ensure compliance in clinical record management from intake through discharge, aligning with agency, state, federal, and insurance requirements.
• Coordinate division-wide administrative operations, providing coverage and oversight to ensure all duties are completed consistently and efficiently.
• Lead data management and reporting efforts, producing outcome reports that support program evaluation and inform leadership decision-making.
• Foster team cohesion and collaboration, promoting positive relationships between management and staff and encouraging a culture of accountability.
• Organize and support staff meetings and trainings, including scheduling, logistics, documentation, and distribution of records.
• Collaborate with the Operations Manager to identify opportunities for process improvement and recommend strategies for enhanced administrative support.
• Safeguard privacy and confidentiality by ensuring strict adherence to HIPAA regulations and organizational policies.
• Support financial operations by assisting with accounts payable and receivable, contributing to accurate fiscal management.

Job Highlights :

Required Qualifications :

About Us :

Volunteers of America MN / WI which serves as an affiliate of the Volunteers of America parent organization. Volunteers of America Minnesota is a nonprofit health and human services organization that annually serves more than 25,000 children, adolescents and their families, older adults, students, persons with disabilities and special needs, and adults completing incarceration. Since 1896, we have helped people gain self-reliance, dignity, and hope. Take pride in helping others and join us today! At VOA, we celebrate sharing, encouraging and embracing diversity. Equal employment opportunities are available to all without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, parental status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. We believe that blending individual strengths and unique personal differences nurtures and supports our organizations' shared commitment to our mission and creates an inclusive and diverse environment where everyone feels valued and has the opportunity to do their personal best. Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities