Administrative Coordinator

Administrative Coordinator - Late Afternoon/Early Evening.
Location: Raleigh, NC.
Position Type: Part-Time (Late Afternoon/Evening).

Are you a highly organized, tenacious, and detail-oriented professional who takes pride in creating seamless office experiences?

New Leaf Behavioral Health is a non-profit organization dedicated to providing affordable, accessible, and high-quality mental health care to our community. We are seeking a dedicated Administrative Coordinator to anchor our late afternoon and evening operations, ensuring our clinic runs efficiently and our clients receive exceptional care from the moment they reach out to us.

Hours:

• Monday – Thursday: 4:00 PM – 8:00 PM.
• Friday: 2:00 PM – 6:00 PM.

Who You Are:

We are looking for more than just a receptionist; we are seeking a proactive professional who embodies the following core characteristics:

• A Champion of Order: You thrive on maintaining a highly functional and welcoming office environment. You naturally anticipate needs, keep systems organized, and ensure smooth handoffs between daytime and evening operations.
• Relentlessly Tenacious & Detailed: You possess an unwavering commitment to accuracy. Whether you are performing data entry, bookkeeping, or proofreading documents, you have a meticulous eye for detail and take pride in getting things right the first time.
• Proactive Problem Solver: You maintain a polished, professional demeanor and a positive attitude, even when troubleshooting unexpected issues. You navigate challenges with tact, diplomacy, and a great sense of humor.
• Collaborative Team Player: You coordinate seamlessly with directors, clinicians, and other office staff to support organizational goals, willing to jump into different roles—with a smile—whenever required.

Key Responsibilities:

Operational & Administrative Support:

• Follow and uphold office protocols, policies, and procedures to ensure the seamless functioning of the clinic during evening hours.
• Manage a multi-line phone system, answering calls in a courteous, professional manner.
• Schedule client appointments and manage clinician calendars efficiently.
• Prepare, proofread, and format emails, letters, and other documentation with exceptional grammar and quality.
  Maintain physical and digital files, tracking progress on various projects and organizational goals.

Client Experience & Compliance:

• Provide outstanding, compassionate customer service to clients and referring providers, swiftly resolving any issues that arise.
• Strictly maintain and ensure the confidentiality of sensitive health information in accordance with federal and state laws.

Financial Administration & Data Entry:

• Receive, properly document, and process client payments and disbursements.
• Perform accurate bookkeeping entries (utilizing QuickBooks Online) to support the financial administration of the office.
• Conduct internet research and manage efficient, error-free data entry across multiple databases and software systems.

Qualifications:

• Education & Experience: Bachelor's degree or equivalent administrative work experience. At least 1 year of experience in an administrative, customer-facing role (medical office experience highly preferred).
• Technical Proficiency: Comfortable with technology, including phone systems, Windows operating systems, Microsoft Office suite (Word, Excel), and general computer hardware. Familiarity with bookkeeping software (QuickBooks Online) is preferred.
• Skills: Exceptional organizational, multitasking, and time-management abilities. Excellent verbal and written communication skills, including strong proofreading and grammar.
• Mindset: A self-starter mentality with independent judgment, high-level confidentiality, and the ability to prioritize tasks efficiently.
• Bonus: The ability to speak Spanish is a strong plus.

New Leaf Behavioral Health is a 501(c)3 non-profit community mental health organization founded to ensure that people in our community have access to affordable and effective mental health services. New Leaf Behavioral Health was founded to fill an absence of services for many in the area, including those without insurance, to create an innovative approach to help meet the needs present in the community.