Admin Assistant/ Behavorial Health Community Services
Posted 2025-08-15
Remote, USA
Full Time
Immediate Start
Basic Function: The Administrative Assistant will provide high-priority executive support to the Vice President and Office Manager, including scheduling, calendar management, and meeting coordination. Additionally, they will offer day-to-day administrative support to the team, preparing documents and reports as needed. In this role, they will also provide program information and respond to inquiries in a professional and efficient manner, manage incoming calls, and direct them to the appropriate staff. The Assistant will oversee and maintain the reception area, ensuring it is welcoming and organized at all times, while coordinating and managing appointment schedules for staff to ensure efficient time management. The role involves supporting multiple office sites, performing various data entry tasks, and handling general office duties in a collaborative team environment. The Assistant will adhere to and enforce in-office safety protocols to maintain a secure and safe work environment, and provide support across different work areas as needed, contributing to the overall success of the team.
Reporting Relationship:
Reports to: Office Manager
Supervises (Position Title): None
Principal Duties/Responsibilities:
• Administrative Support: Provide high-priority administrative support to the Vice President and Office Manager, including scheduling, calendar management, and meeting coordination.
Reception Management:
• Receive and screen incoming calls, take messages, and respond to inquiries using independent judgment.
• Greet and direct clients and other callers, relaying program information as appropriate.
• Provide telephone and front-door coverage to ensure access during normal operating hours.
• Conduct safety screening for all entrants into the building.
• Oversee and maintain the reception areas at multiple office sites, ensuring they are welcoming, organized, and efficient.
• Display professionalism and represent the organization in a professional manner.
Outpatient Program Support:
• Provide program information, education, and support to client families.
• Coordinate client appointments, ensuring they are scheduled in the electronic health record (EHR).
• Verify client eligibility for services and insurance coverage.
• Provide reminder calls to clients and families about upcoming appointments.
• Notify clinical staff as needed about scheduled appointments.
Schedule Coordination:
• Coordinate schedules of availability with clinical staff and update information in designated repositories (within the EHR or in cloud-based files).
• Assist in maintaining the schedules of staff, ensuring efficient time management and meeting coordination.
Office Support:
• Perform various data entry tasks, office management duties, and general administrative functions in a collaborative team environment.
• Take inventory and identify shortages of office supplies.
• Ensure signage, certificates, and program information are appropriately displayed in common areas as directed.
Document Creation & Data Management:
• Create and manage documents in Microsoft Word, Excel, Adobe, and cloud-based repositories.
• Obtain and update demographic information and ensure all necessary documents are properly stored.
Safety & Security:
• Adhere to and enforce in-office safety protocols to maintain a secure and safe work environment.
• Report incidents or violations related to health and safety to immediate supervisors and management.
Multi-Site Support:
• Provide administrative support across multiple office locations, ensuring smooth operations at all sites.
Compliance:
• Maintain confidentiality and comply with all HIPAA rules and regulations.
Qualifications:
• High School diploma or equivalent is required. Associate or bachelor's Degree is preferred.
• 1 to 2 years' experience as an administrative assistant or in a similar administrative support role.
Preferred:
• Experience supporting executives or office management.
• Bilingual in Spanish and English (verbal and written proficiency).
• Familiarity with electronic health record systems (EHR) and appointment scheduling.
• Experience with data entry or database management.
Skills, Knowledge, and Abilities:
• Strong organizational and time-management skills with the ability to handle multiple tasks simultaneously.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe, and cloud-based document management systems.
• Experience working with multi-line phone systems and office equipment (copiers, postage machines, fax machines, etc.)
• Ability to interact professionally with staff, clients, and visitors at all levels.
• Flexibility to work across multiple sites as required.
• Strong attention to detail, problem-solving skills, and a proactive approach to tasks.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Professional demeanor and ability to represent the organization effectively.
Mental/Physical Demands: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Work requires prolonged concentration using a computer in analyzing and manipulating data. While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk. The employee must lift and/or move up to 10 pounds and occasionally life and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.
Environmental Conditions: Staff are expected to have the ability to work remotely from home if necessary, and with Supervisory approval. Safety Protocols while at the office and within the community are to be strictly adhered.
This description documents the general contents and requirements of the job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. The principal duties and responsibilities shown are all essential functions except for those indicated with an asterisk (*). The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions Apply tot his job
Reporting Relationship:
Reports to: Office Manager
Supervises (Position Title): None
Principal Duties/Responsibilities:
• Administrative Support: Provide high-priority administrative support to the Vice President and Office Manager, including scheduling, calendar management, and meeting coordination.
Reception Management:
• Receive and screen incoming calls, take messages, and respond to inquiries using independent judgment.
• Greet and direct clients and other callers, relaying program information as appropriate.
• Provide telephone and front-door coverage to ensure access during normal operating hours.
• Conduct safety screening for all entrants into the building.
• Oversee and maintain the reception areas at multiple office sites, ensuring they are welcoming, organized, and efficient.
• Display professionalism and represent the organization in a professional manner.
Outpatient Program Support:
• Provide program information, education, and support to client families.
• Coordinate client appointments, ensuring they are scheduled in the electronic health record (EHR).
• Verify client eligibility for services and insurance coverage.
• Provide reminder calls to clients and families about upcoming appointments.
• Notify clinical staff as needed about scheduled appointments.
Schedule Coordination:
• Coordinate schedules of availability with clinical staff and update information in designated repositories (within the EHR or in cloud-based files).
• Assist in maintaining the schedules of staff, ensuring efficient time management and meeting coordination.
Office Support:
• Perform various data entry tasks, office management duties, and general administrative functions in a collaborative team environment.
• Take inventory and identify shortages of office supplies.
• Ensure signage, certificates, and program information are appropriately displayed in common areas as directed.
Document Creation & Data Management:
• Create and manage documents in Microsoft Word, Excel, Adobe, and cloud-based repositories.
• Obtain and update demographic information and ensure all necessary documents are properly stored.
Safety & Security:
• Adhere to and enforce in-office safety protocols to maintain a secure and safe work environment.
• Report incidents or violations related to health and safety to immediate supervisors and management.
Multi-Site Support:
• Provide administrative support across multiple office locations, ensuring smooth operations at all sites.
Compliance:
• Maintain confidentiality and comply with all HIPAA rules and regulations.
Qualifications:
• High School diploma or equivalent is required. Associate or bachelor's Degree is preferred.
• 1 to 2 years' experience as an administrative assistant or in a similar administrative support role.
Preferred:
• Experience supporting executives or office management.
• Bilingual in Spanish and English (verbal and written proficiency).
• Familiarity with electronic health record systems (EHR) and appointment scheduling.
• Experience with data entry or database management.
Skills, Knowledge, and Abilities:
• Strong organizational and time-management skills with the ability to handle multiple tasks simultaneously.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe, and cloud-based document management systems.
• Experience working with multi-line phone systems and office equipment (copiers, postage machines, fax machines, etc.)
• Ability to interact professionally with staff, clients, and visitors at all levels.
• Flexibility to work across multiple sites as required.
• Strong attention to detail, problem-solving skills, and a proactive approach to tasks.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Professional demeanor and ability to represent the organization effectively.
Mental/Physical Demands: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Work requires prolonged concentration using a computer in analyzing and manipulating data. While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk. The employee must lift and/or move up to 10 pounds and occasionally life and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.
Environmental Conditions: Staff are expected to have the ability to work remotely from home if necessary, and with Supervisory approval. Safety Protocols while at the office and within the community are to be strictly adhered.
This description documents the general contents and requirements of the job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. The principal duties and responsibilities shown are all essential functions except for those indicated with an asterisk (*). The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions Apply tot his job