Position: Temporary, 6 months                                                                                          

Location: Portland, ME
Schedule: 4 days per week / minimum 30 hours per week in the office. Additional hours may be available based on agency needs.
Pay: $26–$30 per hour, depending on experience and qualifications
Potential for Permanent/Full-Time Employment: Yes

About Hope For All Behavioral Services LLC

Hope For All Behavioral Services LLC is a growing licensed behavioral health and personal care agency located in Portland, Maine. We provide a variety of services to individuals and families throughout Maine, including MaineCare-funded services such as case management, children’s rehabilitative & community support (now Adaptive Behavioral Services), outpatient therapy, and personal care/in-home support.

We are currently expanding our services and developing a private-pay Companion Care program as part of our in-home support services. We are looking for an organized, dependable, and motivated professional to join our team, assist in developing and coordinating this new service and support the day-to-day management of our existing services.

This is an exciting opportunity for someone who enjoys a position that combines administration, coordination, problem-solving, caregiver supervision, client support, billing, compliance, and program development.

This is not a traditional office administrative position. We are looking for someone who can take ownership of tasks, stay organized, communicate well, and assist create systems and processes as our new service develops.

ABOUT THE POSITION:

We are seeking an Administrative & Care Coordinator for an initial 6 month temporary position, working approximately 30 hours per week over 4 days, 9am-5pm work hours.

This position will work closely with agency leadership and will play an important role in supporting our existing behavioral health and personal care services while assisting us build and establish our new private-pay Companion Care program.

The position will have direct supervision responsibilities for caregiver employees working within our personal care and Companion Care services.

Although this position is initially temporary for approximately 6 months, there is an opportunity for the position to become permanent and potentially full-time for the right candidate, based on performance, agency needs, and the continued growth of our Companion Care program.

KEY RESPONSABILITIES:

Administrative & Program Coordination

• Serve as a primary point of contact for clients, families, caregivers, referral sources, and community partners by phone, email, and in person.

• Provide administrative and operational support to agency.

• Assist with the development and implementation of our new private-pay Companion Care service.

• Maintain systems, procedures, forms, schedules, and workflows.

• Coordinate client intake, onboarding, scheduling, and ongoing service needs for agency.

• Maintain accurate electronic and paper records.

• Manage spreadsheets, tracking systems, and other administrative tools.

• Assist with organizing and maintaining client and employee documentation.

• Communicate with clients, families, caregivers, referral sources, and agency leadership.

• Identify administrative needs and take initiative to address them.

Caregiver Supervision & Coordination

• Supervise caregiver employees providing personal care and Companion Care services.

• Assist with recruiting, interviewing, onboarding, and orienting caregivers.

• Assist with caregiver scheduling and coverage.

• Communicate with caregivers regarding client needs, schedules, documentation, and agency expectations.

• Monitor caregiver performance and address routine concerns in coordination with agency leadership.

• Assist with tracking employee training, certifications, background checks, and required documentation.

• Support in ensuring caregivers are following agency policies and procedures.

• Assist with resolving scheduling, staffing, and client-care concerns.

Private-Pay Companion Care Program

• Support to develop and launch our new private-pay Companion Care service.

• Assist with client inquiries, intake, service agreements, scheduling, and onboarding.

• Coordinate matching caregivers with clients based on client needs and availability.

• Maintain communication with private-pay clients and their families.

• Assist with developing and improving program procedures.

• Track referrals, prospective clients, active clients, service hours, and staffing needs.

• Assist with developing systems that will allow the program to grow effectively.

Billing & Documentation

• Assist with MaineCare billing and related administrative tasks as assigned.

• Identify missing or inconsistent documentation and follow up as needed.

• Maintain accurate billing and service records.

• Assist with private-pay billing and invoicing.

• Track service hours and review documentation prior to billing.

• Monitor outstanding balances and assist with follow-up.

Compliance & Quality Assurance

• Assist agency leadership with maintaining compliance with applicable MaineCare requirements, licensing requirements, agency policies, and other applicable regulations.

• Monitor client and employee documentation for completeness and accuracy.

• Assist with quality assurance reviews and audits.

• Maintain compliance tracking systems and required documentation.

• Assist with ensuring services are properly documented and billed.

• Maintain confidentiality and follow HIPAA and agency privacy requirements.

Client & Family Communication

• Provide professional and compassionate communication with clients and families.

• Respond to routine questions and concerns.

• Assist with coordinating services and communicating changes to caregivers.

• Ensure clients and families receive timely and professional customer service.

• Escalate clinical, safety, or significant service concern to appropriate agency leadership.

WHAT ARE WE LOOKING FOR:

The ideal candidate will be organized, dependable, professional, and comfortable taking initiative.

We are looking for someone who:

• Is welcoming, supportive, compassionate, and collaborative oriented.

• Is creative, enjoys a varied workday and doesn't mind wearing multiple hats.

• Can manage multiple priorities without losing track of details.

• Is comfortable working independently while communicating regularly with leadership.

• Has strong communication and interpersonal skills.

• Is comfortable working with caregivers, clients, families, and behavioral/healthcare professionals.

• Has excellent follow-through.

• Is comfortable learning new systems and processes.

• Can maintain confidentiality and handle sensitive information appropriately.

• Is comfortable addressing routine employee and scheduling issues professionally.

• Enjoys helping build and improve programs and systems.

• Has a genuine interest in supporting individuals and families.

PREFERRED QUALIFICATIONS:

Experience in one or more of the following areas is strongly preferred:

• Healthcare administration/ HR

• Behavioral health

• Personal care or home care

• Direct care services

• MaineCare services

• Medical or behavioral health billing

• Staff scheduling

• Employee supervision

• Compliance or quality assurance

• Client intake and coordination

• Private-pay healthcare or home-care services

• Program development

Experience with MaineCare and/or Maine's behavioral health or personal care system is a strong plus, but we are willing to train the right candidate who has strong administrative, organizational, and leadership skills.

QUALIFICATIONS:

• High school diploma or equivalent required.

• Associate or bachelor’s degree in healthcare administration, human services, business administration, or a related field is preferred but not required.

• Previous administrative, healthcare, human services, or supervisory experience preferred.

• Strong computer skills and comfort with email, spreadsheets, electronic records, and office software (MS Office).

• Excellent written and verbal communication.

• Strong attention to detail.

• Ability to maintain confidentiality.

• Reliable and dependable.

• Ability to pass applicable background checks and meet agency employment requirements.

WORK ENVIRONMENT:
This position is based in a professional office setting with frequent interaction with clinical staff, clients, and families. The role requires handling sensitive information and supporting a regulated behavioral health service environment.

RELIABLE TRANSPORTATION:

Reliable transportation and a valid driver's license are required. This position may occasionally require local travel for agency business, meetings, staff supervision, or program-related responsibilities.

Why Join Hope For All Behavioral Services?

This is an opportunity to join a growing agency at an exciting time of development.

You will have the opportunity to manage existing services while assisting in building a new service from the ground up, develop systems and processes, work closely with agency leadership, and have a meaningful role in shaping how our Companion Care program operates.

For the right person, this temporary position may develop into a permanent, full-time role as the program grows.

If you are someone who is organized, resourceful, compassionate, and enjoys taking an active role in building something new, we encourage you to apply. We look forward to learning more about you and your experience.

To Apply

Please submit your resume and a brief cover letter explaining your relevant experience and why you are interested in joining Hope For All Behavioral Services LLC. We look forward to hearing what interests you in supporting us develop and grow our new Companion Care service and assist the day-to-day management of our existing services.

Apply here

We look forward to meeting you!