What are the responsibilities and job description for the Front Desk Administrative Assistant – Full-Time position at Solstice Counseling & Wellness Centers?
Front Desk Administrative Assistant – Full-Time
Solstice Counseling & Wellness Centers is seeking a friendly, organized front desk administrative assistant for our outpatient substance use treatment office in Cherry Hill. You will welcome clients, support appointment scheduling, coordinate front desk operations, and communicate with clients, referral sources, and the Solstice team in a professional, nonjudgmental manner.
Location: 411 Kings Hwy S, Cherry Hill, NJ 08034
Job type: Full-time
Pay: $39,500–$42,000 per year
Regular weekly schedule — 40 scheduled hours
Daytime and evening shifts; Saturdays required
This position requires availability for all shifts listed below:
- Monday: 11:00 AM–8:30 PM
- Tuesday: 9:00 AM–5:00 PM
- Wednesday: 11:00 AM–8:30 PM
- Thursday: 11:00 AM–8:30 PM
- Saturday: 9:30 AM–1:00 PM
- Friday and Sunday: no regular shift
Willingness to accommodate scheduling adjustments and assist at additional Solstice office locations, if necessary, is required.
What you will do
- Welcome clients and visitors; check clients in and out for group and assessment appointments, including appointments attended through Google Meet.
- Answer and transfer calls, take messages, check and route voicemail, and communicate professionally by phone, email, and in person.
- Schedule groups and toxicology screenings for newly admitted clients; cancel or reschedule appointments, follow up after missed groups, process Schedule Change Forms, and reschedule appointments affected by holiday closures.
- Prepare the daily appointment list and client sign-in stickers, process assessment paperwork, collect copays, and complete related documentation accurately.
- Monitor Google Meet groups for HIPAA requirements and verify valid releases of information before sharing any client information with callers.
- Maintain the transportation list, track drivers' daily reports and arrival times, and call clients in the evening to confirm transportation needs for the following day.
- Send and distribute mail, send emails and faxes, scan documents into the correct client charts, and keep front desk forms current and stocked.
- Maintain and print the monthly Group Facilitator Sign-In sheet; provide intern and employee applications to interview arrivals.
- Observe client urine drug screenings as needed.
- Keep the reception area neat and tidy and support day-to-day reception, administrative, and operational duties.
Qualifications
- High school diploma or GED and at least one year of administrative experience.
- Knowledge of administrative and clerical procedures and customer service principles.
- Computer and data entry skills, strong typing ability, and proficiency with Microsoft Office.
- Clear verbal and written communication, professional presentation, strong interpersonal skills, and active listening.
- Attention to detail, time and information management, and the ability to prioritize and multitask.
- Problem solving, critical thinking, and de-escalation skills; ability to handle a high volume of clients and potentially stressful situations.
- Reliability, initiative, self-motivation, and flexibility; ability to work independently and as part of a team.
Experience with addiction/substance use treatment, either personally or professionally, is preferred.
About Solstice
Solstice Counseling provides outpatient addiction treatment focused on recovery of the whole person: mind, body, and spirit. Our care is culturally sensitive and tailored to each person's needs. Learn more at www.SolsticeCares.com.
Job Type: Full-time
Pay: $39,500.00 - $42,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Tuition reimbursement
- Vision insurance
People with a criminal record are encouraged to apply
Experience:
- front desk or administrative: 1 year (Required)
Ability to Commute:
- Cherry Hill, NJ 08034 (Required)
Work Location: In person
Salary : $39,500 - $42,000