Administrative Assistant (Part-time)

Job Title: Administrative Assistant

Job Type: Part-time (approx. 20 hours/week)

FLSA Classification: Nonexempt

Reports To: Outreach and Enrollment Director

Job Family: Radix Recovery

POSITION SUMMARY:

The Administrative Assistant plays a key role in supporting the daily operations of Radix Recovery by providing professional administrative support to staff, clients, referral partners, and executive leadership. This position ensures smooth office functions, excellent client service, and assists the admissions team with client intake and onboarding. In addition, the Administrative Assistant will provide direct support to the CEO by assisting with special projects, research, coordination, organization, and other executive-level initiatives as assigned. The ideal candidate is highly organized, detail-oriented, compassionate, resourceful, and able to manage multiple priorities in a fast-paced treatment environment while maintaining a high level of professionalism and confidentiality.

RESPONSIBILITIES:

• Provide professional front-desk and administrative support, including greeting clients and visitors, answering communications, managing check-ins, and maintaining an organized reception area.
• Support client and family needs by providing compassionate assistance, coordinating paperwork and payments, and helping clients and families navigate the intake and admission process.
• Maintain accurate and confidential records and follow HIPAA, privacy, security, and organizational requirements.
• Provide administrative support to leadership and clinical teams, including document preparation, scheduling, correspondence, reports, presentations, and other routine administrative needs.
• Support the CEO with special projects and organizational initiatives, including research, information gathering, project tracking, follow-up, coordination, and preparation of materials.
• Collaborate and communicate effectively with clients, families, employees, clinical and administrative teams, referral partners, vendors, and outside organizations while promptly escalating concerns and following through on assigned tasks.

SUPERVISORY RESPONSIBILITIES AND DIRECT REPORTS:

None.

REQUIREMENTS:

Qualifications:

• High school diploma or equivalent preferred. Post-secondary education helpful
• One year of work experience, preferably in a medical office setting. Medical terminology is helpful; customer service skills are essential. Six months' customer service experience desired.

Knowledge, Skills, and Abilities:

Administrative Support

• Consistence in follow-up with potential clients, demonstrating compassion and care.
• Attention to detail to ensure accuracy of documentation, scheduling and client intake.
• Ability to work closely with admissions, clinical and administrative staff
• Adaptability to be able to manage multiple priorities at the same time
• Order supplies
• Answering calls
• Support admissions as needed

Client and Family Engagement:

• Ability to interact with clients and families in a positive manner, providing empathetic treatment.
• Working knowledge of treatment options, insurance coverages, and ability to understand and communicate program policies.
• Ability to collaborate with insurance companies on referral sources.
• Coordination of care between clients, families and outside referral agencies to ensure timely entrance of clients into the program.

Collaboration and Communication:

• Enhanced communication skills and the ability to build rapport with clients, employees and outside sources.

Compliance and Reporting:

• Working knowledge of HIPAA and record retention policies.

Workplace Maintenance (all employees)

• Understanding health and safety regulations to ensure a secure environment for clients and staff.

Professional Conduct (all employees)

• Compassionate client interaction with empathy and active listening.
• Maintenance of professional boundaries to ensure a safe therapeutic environment.
• Knowledge of federal, state, and municipal laws and regulations governing the treatment of alcoholism and drug addiction, including confidentiality, client rights, professional ethics, and anti-discrimination policies.
• Proficient in crisis communication, maintaining professionalism in high-stress situations.

Other Conditions:

• Proficient in EHR Systems and/or Microsoft Office Suites.
• On-site role
• May require evenings, weekends, call ins and holidays to support front desk coverage or admissions team as needed.
• Authorized to work in the US