Job Summary:

The Special Programs Coordinator provides administrative and operational support to the care management leadership team across multiple specialty programs, including Enhanced Care Management (ECM), Transitions of Care (TOC), Chronic Obstructive Pulmonary Disease (COPD), and Emergency Room Navigation (ERN). This role is key in supporting day-to-day program operations, facilitating communication between teams, assisting with data and reporting needs, and ensuring workflows run efficiently. The Coordinator serves as a central point of contact for internal logistics, program documentation, and staff support activities, and must be tech-savvy, with the ability to navigate multiple systems, track data accurately, and adapt quickly to new tools and workflows.

Key Responsibilities:

Leadership & Program Support:

• Serve as an administrative partner to specialty program leaders by managing calendars, scheduling leadership meetings, and preparing meeting materials.
• Support operational planning, staff communications, and execution of administrative priorities across all programs.
• Assist in onboarding new team members and coordinating orientation schedules in collaboration with leadership.
• Help maintain up-to-date program materials, organizational charts, and contact lists.

Team & Office Coordination:

• Schedule and organize team meetings, case conferences, in-service trainings, and cross-program collaboration sessions.
• Draft agendas, take meeting minutes, and distribute summaries to ensure alignment and accountability across care teams.
• Monitor shared inboxes and assist in triaging communication to the appropriate program leads or team members.
• Manage office logistics such as ordering supplies, coordinating lunches for team meetings, and supporting staff engagement activities (e.g., birthdays, recognition).

Documentation, Spreadsheets & Compliance:

• Maintain and regularly update internal Excel spreadsheets used to track program performance, referral activity, care plan submissions, and service delivery timelines.
• Ensure accuracy of spreadsheet data and assist with generating reports or summaries for leadership review.
• Perform quality assurance checks to ensure accurate and timely documentation in electronic health records (EHR) and internal systems.
• Collaborate with leadership to assist with data collection and preparation for audits, reporting, and performance reviews.

External Communication & Coordination:

• Facilitate communication with external partners and health plans by assisting with document submissions, uploading records, and responding to requests for information.

Act as a liaison between special program staff and internal departments (e.g., IT, Urgent Care) as needed.

Qualifications:

• High school diploma or equivalent required; associate’s or bachelor’s degree in healthcare administration, business, or a related field preferred.
• 1+ years of experience in a healthcare, care management, or administrative coordination role.
• Strong organizational and project coordination skills, with a high level of attention to detail.
• Excellent verbal and written communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to manage multiple priorities and maintain professionalism in a fast-paced, team-oriented environment.