Office Coordinator

Facility: Wise Path Recovery Center – Camp Baer
Location: Williamson, West Virginia
Reports To: Program Director
Employment Type: Full-Time | Non-Exempt
Work Location: On-Site

Join a Team That’s Changing Lives

At Wise Path Recovery, in partnership with Ascension Recovery Services, we are building something different—programs that deliver exceptional, person-centered care and restore hope for individuals, families, and communities impacted by substance use and mental health disorders.

Our work is grounded in compassion, integrity, teamwork, and the belief that recovery is possible. Every team member plays an important role in creating a safe, welcoming environment where patients can focus on healing and building a path toward long-term recovery.

As our Office Coordinator, you will be at the center of the facility’s day-to-day operations. You will help create an organized, professional, and welcoming environment for patients, families, visitors, and team members while providing critical administrative support to facility leadership.

If you are highly organized, enjoy helping people, and want your work to contribute to something meaningful, we would love to meet you.

What You’ll Do

The Office Coordinator serves as the coordinator of the facility, supporting front-office operations, employee onboarding, facility coordination, and compliance activities.

This role works closely with the Program Manager, facility leadership, and Corporate HR to help ensure the facility operates efficiently and team members have the tools, information, and support they need to be successful.

Office & Facility Coordination

• Serve as a primary point of contact for patients, families, visitors, vendors, and team members, creating a professional, welcoming, and trauma-informed environment.
• Manage day-to-day front-office operations and help ensure the facility remains organized and prepared.
• Answer and appropriately route telephone calls, messages, visitors, and general inquiries.
• Coordinate conference rooms, meetings, calendars, and other facility logistics.
• Maintain office and facility supplies and coordinate ordering as needed.
• Assist with vendor coordination, deliveries, maintenance requests, and other operational needs.
• Support facility leadership with reports, correspondence, meeting materials, and administrative projects.
• Assist with internal communications and facility-wide team updates.
• Help maintain organized administrative records and documentation.
• Identify operational needs and proactively follow through to resolution.
• Support a positive patient and employee experience throughout the facility.

Employee Onboarding Support

• Coordinate local onboarding activities for newly hired team members and help create a seamless Day 1 experience.
• Ensure new-hire workspaces, equipment, badges, orientation materials, and required facility resources are prepared prior to the employee's start date.
• Coordinate with Corporate HR and IT to confirm required system access and logins are available for new team members.
• Assist new hires with completion of required onboarding activities and orientation.
• Track completion of required pre-employment and onboarding documentation, including background checks, drug screens, I-9 documentation, required health screenings, and other employment requirements.
• Monitor outstanding onboarding requirements and proactively follow up with employees and leaders.
• Assist with tracking required training, CPR/First Aid certifications, professional licenses, credentials, and renewal dates.
• Serve as the facility's day-to-day administrative liaison with Corporate HR.
• Maintain strict confidentiality regarding employee, patient, and organizational information.

Compliance & Accreditation Support

• Support ongoing Joint Commission, state regulatory, licensing, and accreditation readiness.
• Assist leadership and Corporate HR with personnel-file audits and correction of missing or expired documentation.
• Maintain organized documentation so required records can be readily produced during surveys, audits, or regulatory reviews.
• Assist with tracking employee credentials, training requirements, and other compliance deadlines.
• Follow HIPAA, 42 CFR Part 2, confidentiality, privacy, information-security, and professional-boundary requirements.
• Support leadership in maintaining a professional, safe, compliant, and survey-ready facility environment.

Who You Are

You are someone who notices what needs to be done and takes ownership of getting it done. You are comfortable juggling multiple priorities, following up with people, keeping documentation organized, and helping a busy facility stay on track.

You understand that the details matter—especially in healthcare—and you can balance professionalism and accountability with compassion for the patients and team members we serve.

Requirements

Minimum Qualifications

• High school diploma or equivalent required.
• Minimum of two years of administrative, office coordination, front-desk, or similar professional experience.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Professional and welcoming customer-service approach.
• Demonstrated ability to handle confidential and

Preferred Qualifications

• Associate's or Bachelor's degree in Business Administration, Human Resources, Healthcare Administration, or a related field.
• Previous administrative experience within healthcare, behavioral health, substance use treatment, or another regulated environment.
• Experience supporting employee onboarding or HR administrative processes.
• Experience maintaining personnel files or compliance documentation.
• Familiarity with HRIS platforms such as ADP or BambooHR.
• Familiarity with Joint Commission or other healthcare accreditation requirements.
• Working knowledge of HIPAA and healthcare confidentiality requirements.

Work Conditions

• Full-time, on-site position within a behavioral health and substance use treatment environment.
• Regular interaction with patients, families, visitors, vendors, and employees.
• Position requires frequent computer and telephone use and routine administrative work.
• Must be able to manage interruptions and competing priorities while maintaining accuracy and professionalism.
• Regular and reliable attendance is an essential function of the position.
• Occasional schedule flexibility may be required based on facility operational needs.

Why Join Us

At Wise Path, you will be part of a team committed to helping people build healthier lives through recovery.

We offer:

• Medical, dental, and vision insurance
• Paid Time Off (PTO)
• Paid holidays
• Professional development and growth opportunities
• A collaborative, mission-driven work environment
• The opportunity to directly support work that changes lives

Equal Employment Opportunity & Reasonable Accommodations

Wise Path Recovery Center and Ascension Recovery Services are committed to providing equal employment opportunities and complying with all applicable federal, state, and local employment laws.

Employment decisions are made without unlawful discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable law.

The organization provides reasonable accommodations to qualified individuals with disabilities, pregnancy-related limitations, and sincerely held religious beliefs in accordance with applicable law. Applicants or employees requiring an accommodation should contact Human Resources.