What are the responsibilities and job description for the Administrative Assistant / Intake Coordinator position at Gardenia Servcies?
*MUST HAVE ADMIN EXPERIENCE*
*BEHAVIORAL HEALTH ADMIN EXPERIENCE IS A PLUS*
*MUST HAVE MICROSOFT SUITE EXPERIENCE*
Position Summary
The Administrative Assistant/Intake Coordinator provides front‑line administrative support and manages the intake process for new and returning clients. This position ensures accurate documentation, timely scheduling, professional communication, and compliance with agency policies, confidentiality standards, and regulatory requirements. The role supports daily operations, maintains organized records, and promotes a welcoming, person‑centered environment for clients, staff, and visitors.
Essential Duties & ResponsibilitiesAdministrative Support
- Manage front desk operations, including greeting clients, answering phones, and responding to inquiries.
- Maintain organized filing systems (electronic and paper) in accordance with agency standards and HIPAA requirements.
- Prepare correspondence, forms, reports, and other administrative documents.
- Assist with scheduling, calendar management, and coordination of staff meetings.
- Support agency leadership with clerical tasks, data entry, and special projects.
Intake Coordination
- Conduct intake interviews, collect required documentation, and verify insurance or funding eligibility.
- Enter client demographics, referral information, and service details into the electronic health record (EHR).
- Ensure all intake forms are complete, accurate, and compliant with agency and regulatory standards.
- Communicate with referral sources, providers, and clients to coordinate appointments and follow‑up needs.
- Maintain confidentiality and uphold professional boundaries at all times.
Customer Service & Client Support
- Provide trauma‑informed, culturally responsive customer service to clients and families.
- Assist clients with completing forms, understanding agency processes, and accessing resources.
- De‑escalate tense or emotional situations using calm, professional communication.
- Direct clients to appropriate staff or services based on agency protocols.
Compliance & Quality Assurance
- Follow HIPAA, state regulations, and agency policies related to documentation, privacy, and recordkeeping.
- Monitor intake packets and ensure required documents are updated and available.
- Report concerns, incidents, or irregularities to the Program Director promptly.
- Participate in audits, quality improvement activities, and staff training as assigned.
Minimum Qualifications
- High school diploma or equivalent required; associate degree preferred.
- One year of administrative, front desk, or intake experience in healthcare, behavioral health, or human services.
- Proficiency with computers, EHR systems, scheduling software, and Microsoft Office.
- Strong communication, customer service, and organizational skills.
- Ability to maintain confidentiality and handle sensitive information appropriately.
Core Competencies
- Professionalism and ethical conduct
- Attention to detail and accuracy
- Multitasking and time management
- Customer service and interpersonal communication
- Problem‑solving and critical thinking
- Cultural responsiveness and respect for diversity
Work Environment
- Office setting with frequent client interaction
- Requires sitting, standing, and light lifting (up to 20 lbs)
- May require occasional schedule flexibility based on agency needs
Pay: $16.00 - $18.00 per hour
Work Location: In person
Salary : $16 - $18