Job Description
Job DescriptionDescription:
The Office Assistant/Office Manager oversees the daily administrative operations of the facility and serves as the central support for front office, reception, and non-clinical coordination. This role ensures a welcoming, organized, and trauma-informed environment that reflects professionalism, compassion, and respect for all patients, visitors, and staff. This role works closely with all departments to ensure smooth day-to-day operations, effective communication and compliance with confidentiality and privacy standards for a behavioral health setting.
Primary Responsibilities:
Administrative Operations:
- Manage the front office/ reception area, ensuring consistent coverage and professionalism.
- Serve as the first point of contact for patients, families, visitors, and vendors; engaging with warmth, empathy, and clear boundaries.
- Answer and route incoming calls; provide basic information related to admissions and patient services as appropriate.
- Maintain general forms and ensure availability of required documentation throughout the facility.
- Oversee purchase requests and ordering of office supplies, inventory management, and organization of shared spaces and storage/ conference rooms.
- Coordinate mail, postage, faxing, scanning, and copier operations; ensure equipment functionality and timely distribution of mail and materials.
Coordination & Facility Support:
- Coordinate office service needs with Facilities Manager and IT vendors; monitor ticket progress and recommend prioritization when needed.
- Collaborate with Facilities and Safety Committee to ensure monthly fire drills are scheduled, conducted, documented, and evaluated.
- Assist with facility tours for new employees and approved visitors.
- Support onboarding logistics and general administrative needs for new hires.
- Perform other related duties as needed to support facility operations.
- Collaborates with Facilities Team and Safety Committee to ensure monthly fire drills are conducted, evaluated, and documented.
Staff & Culture Support:
- Provide administrative support for company-wide staff events including holiday celebrations, employee appreciation activities, and internal gatherings
- Assists with facility tours with new employees and visitors.
- Promote a positive, respectful, and recovery-oriented workplace culture.
Patient Interaction & Documentation:
- Interact with patients daily to provide basic assistance, information, and direction.
- Accurately document inquiries, admissions-related communications, and outreach activities as requested.
- Maintain strict adherence to HIPAA, confidentiality, and privacy standards.
*Other duties as assigned
Requirements:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Knowledge, Skills, and Abilities:
- Understanding of behavioral health and recovery-oriented environments.
- Able to interact compassionately patients, while maintaining strong professional boundaries.
- Demonstrated ability to maintain confidentiality and discretion.
- Ability to work independently and manage competing priorities in a dynamic setting.
- Ability to read, interpret, and follow detailed instructions, policies, and procedures.
- Strong organizational, time management, and prioritization skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office and general office technology.
- Ability to communicate effectively across all levels of the organization.
- Commitment to inclusion, equity, belonging, and trauma-informed care principles.
Education/Experience Requirements:
- Associate’s degree or equivalent combination of education and relevant work experience.
- Minimum of 3–5 years of progressively responsible administrative experience, preferably in behavioral health, residential treatment, healthcare, or human services settings.
Background/License/Certification:
- Must successfully pass a comprehensive background check.
- Must pass post-offer, pre-employment drug screening and TB testing.
- First Aid/CPR/AED certification required or ability to obtain within 30 days of hire.
Physical Demands and Work Environment:
The physical demands and work environment described below represent the activities and surroundings of the positions. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
The work is typically performed in an office environment, with a moderate noise level. To perform the job, the employee is frequently required to talk and listen on the telephone and in person with individuals and groups. The employee is required to read and respond to documents in hard copy and electronic form.
Join our team and enjoy a comprehensive benefits package designed to support your well-being and career growth. This includes:
- Healthcare: Company-paid medical, along with dental, and vision insurance with employer-sponsored wellness programs.
- Paid Time Off: Generous vacation, sick leave, and 10 paid holidays, plus a flexible work schedule to accommodate your needs.
- Retirement: 401(k) with company matching
- Professional Development: Access to industry-leading training and conferences, as well as tuition reimbursement for relevant courses.
- Employee Discounts: Enjoy discounts on a variety of products and services, including travel, entertainment, and technology.