Administrative Assistant-Outpatient Treatment Program

Coastal Horizons Center•Wilmington, NC

About The Position

Supports the Opioid Treatment Program (OTP) by providing administrative and operational assistance to the clinical and medical team. This position is responsible for serving as a primary point of contact for client needs, facilitating program tasks including guest dosing arrangements and transfer requests, maintaining accurate program records, and ensuring smooth day-to-day administrative operations. Early morning hours are required.

Requirements

Must have high school diploma, equivalent, or higher combined with knowledge of wellness and recovery based concepts
Prior experience in a healthcare, behavioral health, or substance use disorder setting preferred
Strong organizational, communication, and customer service skills required
Proficiency in basic computer applications and electronic health record (EHR) systems preferred
Must be able to physically perform the basic life operational functions of stooping, reaching, and walking, fingering, grasping, talking, hearing, and performing repetitive motions.
Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force constantly or frequently to move objects.
Must possess the visual acuity to perform extensive reading.

Nice To Haves

Knowledge of opioid treatment program operations, medication assisted treatment, and relevant state/federal regulations preferred.
Knowledge of community resources and referral processes relevant to individuals receiving substance use disorder treatment.
Understanding of the psycho-social and socioeconomic factors affecting individuals with substance use disorders.
Knowledge of laws, regulations, and policies which govern the OTP program, including SAMHSA and DEA requirements.
Familiarity with basic medical terminology as it relates to medication assisted treatment and substance use disorder.
Skill in establishing rapport with clients and/or family members and responding to needs with professionalism and sensitivity.
Ability to establish and maintain effective working relationships with co-workers, supervisors, clients, and members of external agencies and community organizations.
Ability to manage multiple administrative tasks with accuracy, attention to detail, and adherence to deadlines.
Proficiency in data entry, electronic health records, and standard office software (e.g., Microsoft Office).
Ability to communicate effectively in both oral and written forms.

Responsibilities

Serves as a primary point of contact for client inquiries, directing needs to appropriate clinical or administrative staff and ensuring timely follow-through.
Processes and coordinates guest dosing requests and transfer requests in accordance with program protocols and regulatory requirements.
Maintains accurate and up-to-date client records, program logs, and administrative documentation in accordance with agency and regulatory standards.
Supports scheduling and coordination needs for the clinical and medical team, including appointment tracking, referrals, and inter-program communications.
Maintains professional and ethical standards, acting in accordance with program policies and under the direction of the supervisor.
Acts under the direction of the clinical and administrative supervisor.
In providing services, the employee may encounter a variety of client-related administrative needs including insurance, transportation, referral coordination, and program eligibility matters.
Provides administrative information and support to the interdisciplinary treatment team as needed.