Administrative Assistant

Why You Will Love Working With Us!

At Pasadena Villa Outpatient, we are a dynamic, dedicated, and growing team of professionals deeply passionate about providing evidence-based and personalized clinical care for behavioral health conditions.  Pasadena Villa Outpatient is a leading provider of mental health treatment services across the region.  With 24 Outpatient locations across eight states, we are on a mission to improve mental wellness in the communities we serve.  We are a part of Odyssey Behavioral Healthcare Network which offers a continuum of care within our Psychiatric Network, Eating Disorder Network, including inpatient, intensive residential, partial hospitalization, and intensive outpatient services nationwide.

We're seeking an Administrative Assistant to support our evening IOP Program in Chapel Hill, NC.  Located just minutes from the University of North Carolina and Duke University, Pasadena Villa Outpatient Chapel Hill specializes in treating adults (18+) who struggle with various mental illnesses, including but not limited to depression, anxiety, bipolar disorder, and personality disorders.  This is a part-time, evening position and the schedule is Monday, Wednesday and Thursday from 3:30pm - 7:00pm.  

The Administrative Assistant assists the Executive Director and Office Coordinator with day-to-day operations of a specialized Intensive Outpatient and Partial Hospitalization behavioral healthcare practice. The Administrative Assistant is primarily responsible for client relationship management, client payment collections, medical records management and quality assurance, facility management, admission and intake and other daily tasks.

Join our team!  Be part of our amazing vision of changing lives empowering each client’s inherent strengths making a difference in countless lives, while being part of a larger nationwide network that is growing each day!

Relationships and Contacts

Within the organization:  Initiates and maintains frequent and close working relationships with local and regional team members throughout the organization.

Outside the organization:  Initiates and maintains strong professional relationships with clients, families, clinical providers, referral partners and vendors, as needed.

Position Responsibilities

Essential Responsibilities

1. Works closely with designated Office Coordinator to ensure all local business office activity adheres to current policy and protocol.
2. Greets clients and visitors in a warm and welcoming manner.
3. Performs basic administrative front desk functions.
4. Collects payments and completes required documentation, as needed.
5. Communicates with leadership team members and/or others regarding day-to-day situations requiring management involvement.
6. Conducts all medical records activities of the outpatient center in a manner consistent with both clinical needs and other documentation requirements.
7. Conducts intakes for the purpose of opening client’s medical record and provides new client orientation.
8. Tracks and maintains a variety of reports in a timely, highly accurate manner.
9. Responsible for tasks associated with maintaining phone system and IT equipment utilizing help desk staff.

Additional Responsibilities

1. Serves as backup to the Admissions Coordinator for inquiries directed to the facility.
2. Communicates new admissions information with team members, as needed.
3. Attends and participates in trainings and scheduled meetings, as needed.
4. Performs other duties as assigned.

Experience and Education

Position requires a high school diploma or equivalent, bachelor’s degree in social work or a related field preferred and a minimum of two years of administrative experience in a behavioral health setting such as a hospital, outpatient clinic, or related service provider. Experience working with physicians and therapists is desirable. Must have knowledge of behavioral health terminology.

Physical Requirements

• While performing the duties of this job, the employee will be required to communicate with peers/general public, clients and/or