What are the responsibilities and job description for the Administrative Support position at BHcare Inc.?
The Administrative Support Staff plays a vital role in ensuring the efficient and professional operation of a high-volume clinical office environment. This position supports a culture of respect, collaboration, and service excellence for clients, their families, clinical staff, and members of the public. The role contributes to a team-based administrative model, providing flexible, cross-functional support across multiple clinic locations to ensure continuity of operations and completion of daily responsibilities.
This part-time opportunity offers a consistent 30-hour work week with the following schedule: Monday 11:00 AM–5:30 PM, Tuesday 12:30 PM–7:00 PM, Wednesday and Thursday 11:30 AM–6:00 PM, and Friday 10:30 AM–5:00 PM.
Working collaboratively within a shared team structure, Administrative Support Staff are cross-trained to perform a broad range of front-office and administrative functions. Key responsibilities include welcoming and assisting clients and visitors, maintaining accurate records, coordinating appointments, and supporting daily clinic workflow. The position ensures that waiting areas are managed effectively and that all clients are treated with dignity and professionalism.
Additional responsibilities include scheduling provider and clinician appointments, managing cancellations and waitlists, preparing correspondence and documentation, and maintaining both electronic and paper filing systems in compliance with organizational standards. The role also supports data entry, insurance verification, collection of co-pays and other payments, and coordination of reminder communications.
The Administrative Support Staff ensures timely handling of incoming and outgoing communications, including mail and client record requests, while maintaining strict confidentiality and compliance with regulatory requirements. The position also assists with operational tasks such as supply ordering, chart maintenance, records management, and specimen handling in accordance with established procedures.
This role requires strong organizational skills, attention to detail, and the ability to adapt in a fast-paced environment. Regular attendance, participation in training and professional development, and a commitment to teamwork are essential. Additional duties may be assigned to support clinic operations and organizational needs, including the occasional use of a personal vehicle for business purposes.
We are an Equal Opportunity Employer. We will consider applicants for this position without regard to any category protected by applicable federal, state or local law, including but not limited to: race, color, religion, sex, national origin, age, physical or mental disability, genetic information, veteran status or uniformed service member status.
Qualifications:
- High school diploma or equivalent required.
- Minimum of two (2) years of related administrative or office experience, or an equivalent combination of education and relevant training.
- Demonstrated proficiency in operating standard office equipment, including multi-line telephone systems, copiers, and scanners.
- Strong computer skills, including proficiency in Microsoft Office applications (Word and Outlook) and general PC navigation.
- Ability to learn and effectively use electronic health record (EHR) systems.
- Excellent organizational skills with the ability to manage multiple tasks and priorities in a fast-paced environment.
- Effective communication skills and the ability to maintain professionalism when interacting with clients, staff, and external stakeholders.