Community Wellness Coordinator

Reports to: Director of Mental Healthcare

About the role

The Community Wellness Coordinator provides administrative and client-facing support for the Mental Healthcare department. This position serves as a main point of contact for program participants and patients, ensuring a welcoming, affirming, and professional environment. The role is central to managing schedules, registrations, and operations that enable the successful delivery of wellness programs, events, and support services.

Responsibilities

• Serve as the primary point of contact for the Mental Healthcare Department for visitors, participants, and community partners
• Monitor and respond to the Mental Healthcare Department’s emails, maintaining clear and timely communication with participants, partners, and internal staff
• Ensure front office coverage during core program hours
• Coordinate registration, check-in, and follow-up for workshops, events, and support groups
• Manage calendars for program spaces, workshops, and shared rooms
• Print and distribute QR codes to track volunteer check-ins, registration, and engagement
• Support event logistics, such as room and AV setup, material preparation, and hospitality
• Maintain records of participant attendance and engagement in collaboration with staff
• Support data entry, reporting, and documentation required for grants and funders
• Maintain confidentiality and compliance with HIPAA and organizational policies
• Collaborate closely with the Community Wellness team to ensure seamless program operations and administrative support
• Work with Engagement Specialists to collaborate with Marketing to promote programming and increase community awareness and participation
• Use data and community input to refine programming and respond to evolving needs
• Monitor and order supplies for the Community Wellness Program
• Maintain inventory of office and program materials, aligning with monthly budgets
• Reconcile credit card charges and receipts, ensuring accuracy, proper documentation, and timely reporting
• Maintain financial records in compliance with organizational policies and grant requirements

Requirements

• Associate’s degree or equivalent experience preferred
• Two years of administrative, office, or front desk experience, ideally in a healthcare, nonprofit, or community services setting
• Ability to work effectively with LGBTQIA+ individuals, communities of color, older adults, and diverse populations
• Strong organizational skills with attention to detail and ability to manage multiple tasks
• Excellent written, verbal, and interpersonal communication skills
• Proficiency in Microsoft Office, scheduling software systems, and Eventbrite preferred