Administrative Assistant

September 24, 2024

Caring World and Health Services

San José

FULL TIME

Job Title: Administrative Assistant (Remote) Bi-lingual
Location: Outpatient Substance Abuse Treatment Facility, Perth Amboy, NJ
Job Overview:
We are seeking a highly organized and proactive Remote Administrative Assistant to support the day-to-day operations of our outpatient substance abuse treatment facility. The ideal candidate will work remotely to engage clients, manage relationships with referral sources, monitor intake scheduling, verify client eligibility, and support the clinical team in maintaining an efficient and client-centered environment.
Key Responsibilities:
Client Engagement:

Make follow-up calls to discharged clients to encourage re-engagement in treatment for those who have relapsed.
Coordinate with the clinical team to schedule re-intake or appointments for returning clients.

Marketing and Outreach:

Make marketing calls to referring agencies, private clinicians, and other stakeholders to promote services and build relationships.
Collaborate with the marketing team to identify new referral opportunities and expand outreach efforts

Intake and Eligibility Management:

Monitor schedules to ensure that new intakes are scheduled promptly and efficiently.
Verify client eligibility for treatment based on insurance or payment arrangements.
Track client attendance and ensure clients are attending the program as per their level of care.

Clinical Documentation Oversight:

Ensure counselors are completing and submitting clinical notes and documentation on time.
Coordinate with the clinical supervisor to monitor and report any delays in documentation.

General Administrative Duties:

Handle phone calls, schedule appointments, and provide remote support to clients and staff.
Maintain client files and records, ensuring that all documentation is stored correctly and kept up-to-date in EHR.
Support the management team with remote operational tasks, including data entry, report generation, and meeting coordination.

Qualifications:

High school diploma or equivalent (Associate’s degree or higher preferred).
2+ years of administrative experience, preferably in healthcare or substance abuse treatment.

Key Competencies:

Compassionate and empathetic demeanor, especially when dealing with clients in recovery.
Ability to work independently in a remote setting.
Strong problem-solving and decision-making skills.
Experience with marketing or outreach is a plus.
Experience in remote work environments.
Excellent communication skills, both verbal and written.
Strong organizational skills with the ability to multitask and prioritize tasks.
Proficiency in Microsoft Office Suite (Word, Excel, Power Point).
Familiarity with Electronic Health Records (EHR) systems is a plus.

Work Hours:
Full-time, remote, Monday through Friday, with flexibility for occasional after-hours tasks.
Reports To: The President
Job Type: Full-time
Application Question(s):