Office Coordinator

Ascension Recovery Services•Morgantown, WV

10d•Onsite

About The Position

The Office Coordinator serves as the operational hub of the Wise Path Recovery Center – Westover in Morgantown, West Virginia. This full-time, on-site role supports front-office operations, employee onboarding, facility coordination, and compliance activities. The coordinator works closely with the Program Manager, facility leadership, and Corporate HR to help the facility operate efficiently and ensure team members have the tools, information, and support they need. The role provides a professional, welcoming, and trauma-informed experience for patients, families, visitors, vendors, and employees. It also supports onboarding activities, maintains organized administrative and personnel documentation, helps track training and credentials, and contributes to ongoing regulatory and accreditation readiness. The position requires frequent computer and telephone use, routine administrative work, regular and reliable attendance, and the ability to manage interruptions and competing priorities while maintaining accuracy and professionalism. Occasional schedule flexibility may be required based on facility operational needs.

Requirements

High school diploma or equivalent required.
At least two years of administrative, office coordination, front-desk, or similar professional experience.
Strong organizational skills and exceptional attention to detail.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Strong written and verbal communication skills.
Professional and welcoming customer-service approach.
Demonstrated ability to handle confidential information.
Regular and reliable attendance.
Ability to manage interruptions and competing priorities while maintaining accuracy and professionalism.

Nice To Haves

Associate's or Bachelor's degree in Business Administration, Human Resources, Healthcare Administration, or a related field.
Previous administrative experience within healthcare, behavioral health, substance use treatment, or another regulated environment.
Experience supporting employee onboarding or HR administrative processes.
Experience maintaining personnel files or compliance documentation.
Familiarity with HRIS platforms such as ADP or BambooHR.
Familiarity with Joint Commission or other healthcare accreditation requirements.
Working knowledge of HIPAA and healthcare confidentiality requirements.

Responsibilities

Serve as a primary point of contact for patients, families, visitors, vendors, and team members, creating a professional, welcoming, and trauma-informed environment.
Manage day-to-day front-office operations and help ensure the facility remains organized and prepared.
Answer and appropriately route telephone calls, messages, visitors, and general inquiries.
Coordinate conference rooms, meetings, calendars, and other facility logistics.
Maintain office and facility supplies and coordinate ordering as needed.
Assist with vendor coordination, deliveries, maintenance requests, and other operational needs.
Support facility leadership with reports, correspondence, meeting materials, and administrative projects.
Assist with internal communications and facility-wide team updates.
Maintain organized administrative records and documentation, and proactively follow through on operational needs.
Support a positive patient and employee experience throughout the facility.
Coordinate local onboarding activities and help create a seamless first-day experience for new team members.
Prepare new-hire workspaces, equipment, badges, orientation materials, and required facility resources before employees start.
Coordinate with Corporate HR and IT to confirm new team members have required system access and logins.
Assist new hires with required onboarding activities and orientation.
Track required pre-employment and onboarding documentation, including background checks, drug screens, I-9 documentation, health screenings, and other employment requirements.
Monitor outstanding onboarding requirements and follow up with employees and leaders.
Track required training, CPR/First Aid certifications, professional licenses, credentials, and renewal dates.
Serve as the facility's day-to-day administrative liaison with Corporate HR.
Maintain strict confidentiality regarding employee, patient, and organizational information.
Support ongoing Joint Commission, state regulatory, licensing, and accreditation readiness.
Assist leadership and Corporate HR with personnel-file audits and correction of missing or expired documentation.
Maintain organized documentation so required records can be produced during surveys, audits, or regulatory reviews.
Track employee credentials, training requirements, and other compliance deadlines.
Follow HIPAA, 42 CFR Part 2, confidentiality, privacy, information-security, and professional-boundary requirements.
Support leadership in maintaining a professional, safe, compliant, and survey-ready facility environment.