Administrative Assistant

MnTC•Brainerd, MN

12d•Onsite

About The Position

The Program Administrative Assistant provides essential administrative support in a treatment facility, ensuring the efficient operation of daily activities. This role involves scheduling and coordinating client appointments, maintaining accurate records, managing communication, and assisting with program related tasks. At Minnesota Adult & Teen Challenge, every role matters in helping people overcome addiction and find a new path forward. Whether you’re working directly with clients or supporting behind the scenes, your contributions make recovery possible. In return, we offer a values-driven workplace, supportive managers, and opportunities to grow. That commitment has earned us recognition from Newsweek as a Best Addiction Treatment Center and seven straight Star Tribune Top Workplace awards.

Requirements

Previous experience in administrative support, preferably within a treatment setting preferred.
Strong crisis management skills, with the ability to maintain composure under pressure.
Excellent organizational and multitasking abilities.
Strong communication skills, both verbal and written.
Proficiency in Microsoft Office Suite and experience with electronic medical records (EMR) systems.
Ability to handle sensitive information with discretion and confidentiality.
Must be comfortable working with people with life-controlling challenges, including mental health and addiction.
The ability to live and work by MnTC’s culture of honor & core values – practicing compassion, hospitality, respect, integrity, servanthood, and trust.
Must be at least 21 years of age or older.
At least 1 year of freedom from problematic substances.

Responsibilities

Schedule client medical, dental, psychiatric, and other related appointments.
Ensure transportation arrangements are made for clients to and from appointments.
Monitor and resolve scheduling conflicts to ensure smooth operations.
Coordinate with external service providers to ensure regular services for clients.
Answer phones, emails, and voicemails in a timely and professional manner.
Type letters and other correspondence for the program.
Communicate with clients regarding co-pays, appointment details, and status updates.
Assist clients with personal matters like bills, taxes, and phone calls as needed.
Maintain accurate client records, including appointment logs, medical paperwork, and treatment files.
Enter all client requests into the Chron Log and update client databases.
Ensure timely filing and tracking of medical, legal, and other client documents.
Update and maintain program documentation such as client handbooks, policy manuals, and forms.
Conduct weekly facility inspections, reporting on property damage, cleanliness, and energy efficiency.
Ensure proper storage and security of medication in the med room.
Maintain and update room assignments in the EMR system based on client census.
Manage inventory of supplies, submitting requests for replenishment as needed.
Contact probation officers, lawyers, and other legal representatives to arrange appointments.
Ensure that all court appointments and legal requirements are properly scheduled and tracked.
Serve as a liaison between the facility and court systems when requested.
Conduct orientation for new clients, providing facility tours and answering questions.
Assist clients with any requests or issues during their treatment, such as correspondence and legal matters.
Ensure that client medication refills and other needs are addressed in a timely manner.
Support the Program Manager with weekly meetings, event planning, and other tasks.
Coordinate and schedule special events, track family attendance, and manage event logistics.
Maintain a calendar for staff time off (PTO/LOA) and assist with vehicle maintenance and scheduling.
Assist with various administrative tasks as assigned by senior management.
Ensure that vehicles are properly maintained and submit maintenance requests when necessary.