School-Based Coordinator Assistant - MA

Job Post Summary

We are seeking a dedicated and compassionate individual to join our team as a School-Based Coordinator Assistant.

Minimum Qualifications: and Experience:

High school diploma or equivalent (GED) Preferred

Associate’s or Bachelor’s degree in Social Work, Psychology, Education, or a related field. Experience working in a school, mental health, healthcare, or social services environment. Demonstrate strong organizational skills and attention to detail in managing referrals, documentation, and scheduling, along with excellent verbal and written communication to interact professionally with students, families, school staff, and clinicians. Ability to maintain confidentiality and follow all HIPAA guidelines. Experience with data entry, electronic records, or case management systems. Ability to work collaboratively with school teams and community providers and cultural humility when engaging with a diverse population of students and their families. Reliable attendance and the ability to manage multiple tasks in a fast-paced environment. Customer-service oriented with the ability to engage compassionately with students and families. Demonstrate the ability to work effectively and independently while maintaining a strong, collaborative presence within a multidisciplinary team structure. Proficiency with Google Workspace and basic digital tools.

Duties: and Responsibilities:

• Oversee the full referral lifecycle—including intake, needs assessment, service matching, and follow-up—while optimizing workflows, ensuring compliance with clinic policies, and maintaining accurate tracking to guarantee timely and continuous access to care.
• Act as the primary point of contact for students, families, and school staff while proactively communicating with clinicians and interns to monitor service availability, capacity, and openings.
• Partner with school staff, families, and external providers— including counselors, psychologists, special education teams, and administrators— to ensure timely, effective, and high-quality delivery of student support services.
• Maintain accurate, confidential electronic records for all referrals and services while systematically monitoring outcomes and student progress to assess effectiveness and recommend data-driven adjustments.
• Accurately enter client demographics and service notes into the EMR system, provide scheduling support for clinicians, and assign students to appropriate clinicians following Clinical Director approval.
• Proactively schedule and attend quarterly strategic check-in meetings with all partnered school districts to review performance and align goals.
• Collaborate with the IT department to ensure all marketing and outreach materials are current, accurate, and professionally presented.
• Organize and coordinate "meet and greet" tours and introductory events with school districts to foster positive working relationships.
• Conduct thorough verification of student insurance coverage (including private insurance and Medicaid) to accurately determine eligibility for services.
• Inform parents regarding insurance coverage details and ensure the EMR system is updated with appropriate client flags to reflect coverage status.
• Be available to occasionally attend meetings with external agencies or partners, which may necessitate participation outside of standard working hours.
• Occasional travel between school sites may be required to fulfill coordination and meeting responsibilities.

Benefits: (Full time Employee):

401(k) Retirement Plan Health insurance Vision insurance Dental insurance Life insurance Flexible schedule (Offered to Part-time) Mileage reimbursement (Offered to Part-time) Paid time off (Offered to Part-time)