Clinical Administrative Coordinator

POSITION OVERVIEW:

We are seeking a talented administrative coordinator to support our passionate and dedicated team of Infant and Early Childhood therapists, and to support the overall work of Cooper House.

In this position, you will support the administrative functions of the Cooper House Clinical Program under the guidance of the Clinical Director, as well as support overall administrative functions of the organization through working closely with the Operations & Administration Director and other staff. At Cooper House, you will find a supportive environment where reflection, collaboration, and shared learning are expected in service of the client families we serve. As professionals, we strive to walk alongside those that we serve and understand how each family’s unique identity, culture and history intersect with individual differences within a child, their caregiver(s) and their relationship with each other. We work to create an environment where parent(s)/caregiver(s) feel successful and supported in their relationships with their children, and children feel valued and understood.

OUR CLINICAL MODEL:

In our integrated clinical model, occupational therapists and mental health therapists work in close collaboration during the assessment and case formulation process, setting the stage for transdisciplinary, developmentally minded, relationship-based services to families based on their unique needs. We use various theoretical and technical models of development and change to support our work, such as attachment theory, DIR/Floor time, sensory integration, trauma responsive work and psychodynamic theories, as well as frames such as the FAN (Facilitating Attuned Interactions).

DIVERSITY, EQUITY, AND INCLUSION:

At Cooper House, we strive to ensure young children and the people who care for them can access support within a just and equitable community.

We are in the process of building a diverse and inclusive organization, putting our value of equity into action. In the spirit of transparency, Cooper House was founded by and was led by Co-Directors who are white women, and the field of Infant and Early Childhood Mental Health emerged within the institutions and culture of white supremacy. Currently, Cooper House’s Clinical Program is led by an immigrant of color with demonstrated experience in Diversity-Informed practices. Diversifying and elevating the voices of staff, clients, and participants most impacted by oppression is critical to moving toward greater equity and requires staff with more privilege to hold humility and share power. The diversity of our team does not currently match the diversity of our clients, participants, and region that we serve, though we are making progress. In the past year, most of the new employees we hired are people of color, and/or bilingual, or identify as LGBTQ.

Bilingual skills are highly desirable. We are particularly interested in candidates, who are fluent in Spanish and English.

People of color, people who are LGBTQ, or live with a disability are less likely to apply for jobs unless they believe they meet every single one of the qualifications. We strongly encourage you to apply, even if you don’t believe you meet every one of the qualifications. We are curious to learn about your transferrable skills from other fields of work.

Cooper House is an Equal Opportunity Employer.

PRIMARY RESPONSIBILITIES:

Clinical Administrative Support (60%)

1. New Client Screening and Referral Coordination
   • Conduct initial screening calls with parents/caregivers to gather information on reasons for seeking services. As the initial point of contact for families, provide an overview of Cooper House and our services to potential client families.
   • Monitor and respond to initial inquiries by phone and email
   • Coordinate clinicians’ schedules for case assignment
   • Support Clinical Program leadership to improve intake process to ensure its alignment with Cooper House equity goals
2. HIPAA Compliance
   • Serve as HIPAA privacy and security officer for the Clinical Program
3. Coordinate Clinical Record Management
   • Set up new client charts and coordinate with client families to obtain necessary paperwork
   • Lead periodic clinical chart audits to ensure appropriate and quality clinical documentation
   • Respond to clinical records requests
   • Upon client discharge, archive records
4. Clinical Staff Support
   • Attend clinical team meetings, run any associated technology, and take notes
   • Research, identify, implement, and maintain technology needed for the clinical program
   • Assist Clinical Director and Accounts Manager with compiling of monthly, quarterly and yearly staff and program data

General Administrative Support (40%)

• Attend regular Operations Team meetings to ensure smooth collaboration across departments
• Work with Cooper House leadership to review and update policies and procedures
• Support staff members in troubleshooting IT and utilizing technology
• Support HR tasks for staff recruiting and onboarding
• Manage shared staff calendars
• Order supplies and manage on-site supply inventory
• Support staff appreciation efforts
• Manage logistics for staff retreats
• Assist with processing mail and voicemail
• Support Operations & Administration Director with additional tasks, as appropriate

OTHER RESPONSIBILITIES

1. Collaborate with Cooper House employees to achieve the mission of the organization.
2. Commit to eradicating all forms of oppression and their intersection in our relationships, work, and the systems we interact with.
3. Participate in creating and maintaining a workplace that values diversity and does not discriminate based on race, color, age, religion, creed, gender, sexual orientation, national origin, marital status, the presence of any sensory, mental, or physical disability.
4. Develop and maintain respectful and supportive stance when interacting with clients, community partners and team members.
5. Support the Clinical Team and its client families, utilizing a developmentally minded, strengths-based and relationship-based approach.
6. Participate in weekly supervisory meetings and staff meetings with a collaborative attitude and self-reflective stance.
7. Further skills, expand knowledge base, and contribute to the team’s ongoing growth to better serve client families. Participate in weekly clinical case-based learning to deepen understanding of our clinical model.
8. Engage as an active member of the Cooper House team by responding to colleagues in a timely manner, pitching in to assist on tasks, giving and receiving feedback, engaging in difficult conversations to grow relationships and skills, and building a culture of appreciation and connection.
9. Proactively identify and facilitate improving processes in a manner that expedites the meeting of program outcomes.
10. Complete other assigned tasks as assigned by the Clinical Program and Operations leadership in a timely and accurate manner to ensure daily operation of services.

IDEAL EXPERIENCE, COMPETENCIES AND QUALITIES

Minimum Qualifications

1. Passion for the mission and vision of Cooper House.
2. Strong written and oral communication skills, including openness to feedback, and ability to present information concisely and effectively, both verbally and in writing.
3. Effective interviewing skills for conducting clinical screening/intake calls
4. Strong organizational skills with the capacity to pay close attention to detail in order to manage, use, and examine program data.
5. Ability to manage schedules, priorities, and work independently.
6. High levels of integrity, trustworthiness, confidentiality, flexibility, compassion, creativity, and persistence are necessary to address the practicalities of a growing organization.
7. Commitment to maintaining required reporting and tracking systems in a timely, thorough, and accurate manner, engaging in creative problem-solving.
8. Proficient in utilizing Microsoft Word, Excel and email to communicate and coordinate in a team setting.
9. Willingness to undergo a criminal background check (state and national), as this position requires access to sensitive and protected health information.

Preferred Qualifications

1. Ability to conduct phone screening in Spanish.
2. Experience serving families with young children.
3. Working knowledge of:
   1. attachment theory
   2. social-emotional development of the young child
   3. Possess the knowledge, values, attitude, and skills to create a trauma-responsive environment that respects the perspectives and experiences of the individuals, families, staff and communities we serve with safety and healing.
4. Experience in an administrative role within a medical clinic
5. Data gathering and analysis skills

HOURS/SCHEDULE:

This is a part-time, exempt position at 30-32 hours/week. This position is required to be on site a minimum of 3 days per week, including Thursdays.

ENVIRONMENTAL CONSIDERATIONS:

Cooper House has two locations that are 167 ft apart in Capitol Hill, Seattle. There are sidewalks in front of both locations, along with ramps built for strollers that are not designed for wheelchair use. One location has an elevator that accesses 3 floors but does not reach top floor. The other 2-story location does not have an elevator. The ability to walk between buildings, utilize a staircase, and carry up to 25 pounds are requirements for this position. Please contact hiring@cooperhouse.org for additional information and with questions regarding accommodation.

APPLICATION MATERIALS:

1. A résumé that summarizes your relevant professional, academic, and volunteer experiences.
2. A cover letter that shares your professional interests and summarizes why this opportunity is a good fit for your experience and skills.

APPLICATION INSTRUCTIONS:

We are seeking a candidate with the ability to follow written directions and communicate effectively via email. Please demonstrate your skills by following these instructions:

1. Provide your application materials in one document, if possible.
2. Title the document with your full name and “application materials” (i.e., Simone Jones application materials).
3. Title the subject line of your email with your name and position you are applying for (i.e., Simone Jones Clinical Administrative Coordinator).
4. Email the document as an attachment to hiring@cooperhouse.org.
5. Prepare to be available for Zoom and/or in person interviews. Applications will be accepted on a rolling basis with a priority deadline of September 26th, 2025.