Administrative Coordinator - Willow Grove Outpatient

We need hope-bringers and changemakers - because the work we all do matters. Join a team that shows up for each other as much as we show up for our clients. At Gaudenzia, your purpose fuels progress - for yourself and others.

Gaudenzia's Mission: Gaudenzia's Mission is to promote long-term recovery by providing comprehensive treatment and support to people with substance use disorder, co-occurring mental health disorders, and related conditions, regardless of individual circumstances.

Qualifications:
Education/Training: High School Diploma or GED; Associate's Degree preferred

Experience: At least 5 year of administrative experience in an office environment

• Knowledge of office and clerical functions.
• Knowledge of Microsoft Word and Excel.
• Knowledge of system reporting and file maintenance.
• Knowledge of project management with ability to work independently.
• Excellent customer services and telephone etiquette.
• Ability to communicate effectively verbally and in writing.
• Ability to establish and maintain effective working relationships with clients, other staff member, outside agencies/institutions and the general public.
• Ability to successfully work with others from various cultures and backgrounds.
• Ability to perform math and basic accounting.
• Ability to plan and organize work and prepare appropriate reports.

Your responsibilities in this role may include:

1. Treat all clients and staff with dignity and respect

1. Supervise the maintenance of both program and client electronic and paper files in a confidential environment and in accordance with state and federal regulations.

1. Collect monies owed to facility including co-pays, script fees, payer checks

1. Prepare reports as required by the Program Director or designee.

1. Ensure maintenance of current, organized database, filing, and reporting systems.

1. Maintain organized, accurate system to record, receive, and disburse client funds, valuables, and facility funds, as needed.

1. Maintain contact with appropriate community resources needed to facilitate care coordination.

1. Implement internal and external communication and reporting systems to facilitate thorough communications with program staff, regional office, funding and governmental agencies, and other community resources.

1. Greet facility visitors, and screen clients returning to the facility, if needed.

1. Answer phone calls and check facility voicemail daily.

1. Aid in the completion of IT and maintenance tickets to resolve facility issues.

1. Aid in facility incident, acquisition, check requests, and other submissions/postings on SharePoint

1. Participate in and record minutes from administrative meeting and other facility meetings, as assigned.

1. Sort, distribute, and prepare facility correspondence, and deliver faxes to appropriate persons.

1. Maintain facility supply inventory, and order new supplies, coordinate equipment repairs, as needed.

1. Provide administrative support and other duties as assigned by Program Director, or designee.

What We Offer: Competitive Pay - Excellent Benefits - On The Job Training - Upward mobility - Educational assistance to help you grow with us in this life saving field!

For additional details regarding our benefits, please visit:

Our Operating Principles: We, as members of the Gaudenzia Team, are committed to these principles. They guide the way we perform Gaudenzia business, every day.

• We hold client care as our top priority.
• We assume good intentions.
• We are present, we connect, & we communicate with transparency, dignity, and respect.
• We make data-driven decisions with courage, challenge the status quo, find innovative ways to grow Gaudenzia & each other.
• We support each other publicly & privately in all circumstances.
• We provide & accept constructive, honest, respectful, and timely feedback with an open mind & without personalization.
• We operate with integrity, focus on outcomes, & have a bias for action.
• We follow through on agreements & honor commitments prioritized with a sense of urgency - someone's life may depend on it.

Gaudenzia is proud to be an employer of choice - and a treatment provider of choice - in the substance use and co-occurring disorders treatment field. We work hard to foster an inclusive, supportive environment where our employees and clients always feel safe and welcome.

Come work with us!

Our Agency is committed to the principles of equal employment. We believe in fostering a positive work environment in which every employee is treated with respect. Our staff hiring and recruitment practices are grounded in fairness, transparency, and merit. All employment decisions are based on job-related qualifications, relevant skills, experience, and alignment with our mission and values. We actively recruit from a broad range of educational and professional backgrounds to attract the most qualified candidates, ensuring equal opportunity for all applicants without preference or discrimination. Our process uses consistent and clear evaluation criteria to support objective decision-making. By emphasizing accountability, efficiency, and integrity throughout every stage--from job posting to onboarding--we build a workforce defined by excellence, professionalism, and commitment to our shared purpose. Gaudenzia is dedicated to the fulfillment of this policy regarding all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.