Office Administrator (Part time, 25hrs/wk)

SERO MENTAL HEALTH•Carlsbad, CA

3d•$23 - $25•Onsite

About The Position

The Office Administrator provides administrative and operational support at ADR's main office location, while also coordinating facilities needs — including supply replenishment and emergency resolution with building management or landlords — for ADR's satellite office locations, with occasional travel as needed. The person in this role serves as the first impression for clients, and a main goal of this role is to keep daily office operations running smoothly and to maintain a high-quality client experience. The Office Administrator works closely with the administrative team to carry out established workflows and maintain compliance with organizational policies, including HIPAA/PHI standards. This role also partners with the clinical team to support a positive, client-centered workplace culture.

Requirements

High school diploma or equivalent required
Strong Verbal and Written Communication
Familiarity with various insurance plans
Ability to multi-task in a fast-paced work environment
Strong organizational skills
Excellent customer service and interpersonal skills
Proficient computer skills and ability to use various software programs
Have a valid driver’s license in good standing and auto insurance
Successfully complete a comprehensive background check
Experience with medical/administrative record systems, PHI management, and HIPAA compliance
Proficient in Outlook, Microsoft Suites, CRM Tools, EMR
Strong analytical skills and the ability to take initiative
Comfortable learning and adapting to new software, platforms, and technology tools as organizational needs evolve
Detail oriented and conscientious
Excellent organizational and time management skills
Problem solving and ability to work independently, as well as collaboratively with a growth mindset

Nice To Haves

bachelor’s degree preferred
Experience in providing clinical administrative support, including payment processing or billing systems, in a behavioral health environment (preferred)

Responsibilities

Serve as the first point of contact for clients and visitors at the main office, providing a warm and professional welcome
Complete office opening tasks
Answer the main phone line, return/route voicemails, and manage the main email inbox
Run daily reports to bill patient responsibilities via cards on file, escalating any concerns to the Director of Business Operations for support and resolution
Maintain a clean, safe, and well-organized main office environment, including stocking inventory
Coordinate facilities needs and supply replenishment for satellite office locations, including ordering and sending inventory as needed
Serve as the initial point of contact for satellite office facility issues (e.g., leaks, maintenance needs), gathering relevant details and routing the issue to the Operations Administrator for resolution
Assist with meeting room preparation for management, clinical team, and clients
Complete incoming and outgoing requests for client medical records
Demonstrate awareness and respect for cultural, lifestyle, age, gender, and sexual orientation diversity among clients and families
Work effectively both independently and collaboratively to support a warm, welcoming workplace culture in partnership with the clinical team
Attend meetings as scheduled
Travel to satellite office locations on an as-needed basis to support facility needs
Maintain professional ethics, appropriate boundaries, client confidentiality, and organized, secure filing, and disposal of sensitive documents in accordance with HIPAA/PHI compliance policies
Back up Client Care Coordinator team roles as needed
Other tasks as assigned by the Leadership Team