Administrative Assistant (Part-time)

Part-time position (approx. 20 hours/week), nonexempt.

About the role

The Administrative Assistant plays a key role in supporting the daily operations of Radix Recovery by providing professional administrative support to staff, clients, referral partners, and executive leadership. This position ensures smooth office functions, excellent client service, and assists the admissions team with client intake and onboarding. The Administrative Assistant will also provide direct support to the CEO by assisting with special projects, research, coordination, organization, and other executive-level initiatives as assigned.

The ideal candidate is highly organized, detail-oriented, compassionate, resourceful, and able to manage multiple priorities in a fast-paced treatment environment while maintaining a high level of professionalism and confidentiality.

Responsibilities

• Provide professional front-desk and administrative support, including greeting clients and visitors, answering communications, managing check-ins, and maintaining an organized reception area.
• Support client and family needs by providing compassionate assistance, coordinating paperwork and payments, and helping clients and families navigate the intake and admission process.
• Maintain accurate and confidential records and follow HIPAA, privacy, security, and organizational requirements.
• Provide administrative support to leadership and clinical teams, including document preparation, scheduling, correspondence, reports, presentations, and other routine administrative needs.
• Support the CEO with special projects and organizational initiatives, including research, information gathering, project tracking, follow-up, coordination, and preparation of materials.
• Collaborate and communicate effectively with clients, families, employees, clinical and administrative teams, referral partners, vendors, and outside organizations while promptly escalating concerns and following through on assigned tasks.
• Order supplies and answer calls.
• Support admissions as needed.
• Coordinate care between clients, families, and outside referral agencies to ensure timely entrance of clients into the program.
• Understand health and safety regulations to ensure a secure environment for clients and staff.
• Maintain professional boundaries to ensure a safe therapeutic environment.
• Demonstrate knowledge of federal, state, and municipal laws and regulations governing the treatment of alcoholism and drug addiction, including confidentiality, client rights, professional ethics, and anti-discrimination policies.
• Proficient in crisis communication, maintaining professionalism in high-stress situations.

Requirements

• High school diploma or equivalent preferred; post-secondary education helpful.
• One year of work experience, preferably in a medical office setting.
• Medical terminology is helpful; customer service skills are essential.
• Six months' customer service experience desired.
• Proficient in EHR Systems and/or Microsoft Office Suites.
• Authorized to work in the US.

Skills

• Consistency in follow-up with potential clients, demonstrating compassion and care.
• Attention to detail to ensure accuracy of documentation, scheduling, and client intake.
• Ability to work closely with admissions, clinical, and administrative staff.
• Adaptability to manage multiple priorities at the same time.
• Ability to interact with clients and families in a positive manner, providing empathetic treatment.
• Working knowledge of treatment options, insurance coverages, and ability to understand and communicate program policies.
• Ability to collaborate with insurance companies on referral sources.
• Enhanced communication skills and the ability to build rapport with clients, employees, and outside sources.
• Working knowledge of HIPAA and record retention policies.
• Compassionate client interaction with empathy and active listening.

Schedule

• On-site role.
• May require evenings, weekends, call-ins, and holidays to support front desk coverage or admissions team as needed.