Front Desk, Scheduling & Administrative Assistant, Mental Health

SUMMARY

The Front Desk, Scheduling, and Administrative Assistant is responsible for fielding all phone, email, and other inquiries regarding Mental Health services and programs. Primary responsibilities include communicating with callers, referral sources, and potential participants about RS Eden services and programs, scheduling and managing calendars for our team of mental health practitioners, and providing administrative support to ensure efficient day-to-day operations.

This individual plays a crucial role in ensuring participants can access RS Eden services in a timely manner and are connected to the services that best fit their needs. This individual must be compassionate, empathetic to the needs and circumstances of participants we serve, and adept at problem-solving and de-escalation. The position requires excellent time management, organizational, customer service, and administrative skills. The ability to learn quickly, pivot between tasks, maintain accurate records, and navigate electronic health record systems is essential.

Pay ranges from $20-$22 per hour. 

RESPONSIBILITIES

• Provide trauma responsive and person centered customer service and coordinated support to participants/residents, guests, staff, and all other community stakeholders.
• Answer calls, emails, and other modes of communication from prospective participants and referral sources promptly, warmly, and professionally.
• Effectively communicate information about Mental Health programs and services to inquirers.
• Accurately register and schedule participants for mental health services.
• Resolve scheduling conflicts as they occur.
• Create, navigate, and manage participant electronic health records and data entry systems.
• Navigate and de-escalate situations involving dissatisfied participants, offering assistance and support.
• Conduct outreach to community partners and organizations regarding program availability, services, and referrals.
• Answer questions and provide information, as requested, to deliver participant-focused services and a positive impression of the organization.
• Assist in administrative tasks to support the efforts of Mental Health and Recovery and Resiliency programs.
• Other duties as assigned.

Administrative Assistant Duties

• Maintain organized electronic and paper filing systems, ensuring confidentiality and compliance with agency policies.
• Prepare, format, and distribute correspondence, reports, meeting materials, and program documents.
• Assist with data entry, record maintenance, and document management.
• Coordinate meetings, trainings, and appointments, including scheduling rooms and preparing materials.
• Monitor office supply inventory and order supplies as needed.
• Assist with processing incoming and outgoing mail and deliveries.
• Support onboarding activities for new staff, including preparation of materials and coordination of logistics.
• Maintain calendars for program leadership and clinicians as assigned.
• Prepare meeting agendas, take meeting minutes, and distribute follow-up communications.
• Assist with billing support, referral tracking, and administrative reporting activities.
• Support quality assurance, audit preparation, and documentation reviews as requested.
• Perform general office management duties to ensure smooth daily operations.
• Other duties as assigned.

QUALIFICATIONS/REQUIREMENTS

Required:

• High School Diploma.
• One year free of problematic substance use.
• Current Mantoux test (annual requirement thereafter).
• Must be able to pass applicable criminal history/background checks.
• One year off correctional supervision.
• Expertise in customer service, scheduling, billing, administrative support, and problem-solving.
• Must be able to work autonomously.
• Strong time management and organizational skills.
• Ability to maintain accurate records and handle confidential information.
• Proficiency with Microsoft Office applications, electronic health records, and standard office equipment.
• 6-month requirement between any treatment services and employment.

Preferred:

• Experience working with diverse backgrounds and the ability to adapt to a variety of situations as they arise.
• Ability to work independently.
• Ability to follow oral and written instructions.
• Ability to multi-task and provide accurate information.
• Ability to perform duties discreetly and observe program confidentiality policies.
• Must possess excellent interpersonal, organizational, w