Administrative Coordinator

Job Description

Job Description

Join Our Dynamic Team as an Administrative Coordinator!

Are you an outgoing, detail-oriented, and efficient administrative professional looking to make a real impact? Are you ready to be part of a growing Christian Mental Health Counseling practice in the Rogue Valley where your skills and experience will be valued? Do you have a heart to help others and a mind for details?

Job Summary:

We are seeking an organized, professional and detail-oriented Administrative Coordinator who shares our vision to join our growing counseling practice. This role is essential in ensuring the smooth operation of our counseling clinic. You will be responsible for managing a variety of administrative and customer facing tasks on a day-to-day basis as well as managing recuring projects on a weekly, monthly and quarterly basis. This position also serves as the main day-to-day support of therapists and the Clinical Director. The ideal candidate will have a strong background in office management, preferably in an counseling, medical or social service environment; possess excellent communication skills, and have proficiency in Google Workspace. Experience with EHR's is strongly preferred.

Our Core Values

Faith - Compassion - Excellence - Hope - Respect - Integrity

Duties

1. Client Experience & Front Office Management

• Serve as the first point of contact for client inquiries, gathering sensitive client information with professionalism, confidentiality and care.

• Manage all inbound and outbound communications , including operating our phone system and managing professional email correspondence.

• Efficiently own the scheduling process , managing appointment calendars within the EHR with therapist input and coordinating patient flow.

• Provide exceptional customer support by proactively addressing client needs and resolving general inquiries or scheduling conflicts promptly.

3. Administrative & Team Support

• Maintain comprehensive record systems by creating, updating, and meticulously organizing patient files and administrative documentation to ensure compliance.

• Provide direct administrative support to the CEO/Clinical Director including high-accuracy data entry, document creation, and proofreading.

• Utilize the full range of office technology , including Google Workspace, Adobe and Microsoft Office Suite, to create spreadsheets and documents.

• Collaborate across the organization by participating in team meetings and proposing or supporting initiatives that streamline office processes and enhance overall operational efficiency.

Requirements

• Proven experience in an office or administrative management position.

• Exceptional ability to get along well with others and mediate problems.

• Strong attention to detail and excellent organizational skills.

• Exceptional written and verbal communication skills.

• Ability to prioritize tasks and manage time effectively.

• Proficiency in Google Workspace applications (Docs, Sheets, Drive) and knowledge of Microsoft Office and Adobe Suite.

• Strong ability to learn new software programs quickly and to trouble shoot technology problems.

• Strong organizational skills with the ability to manage multiple tasks simultaneously.

• Excellent phone etiquette and customer service skills; bilingual Spanish-English strongly encouraged to apply.

• Strong typing skills with attention to detail.

• Ability to manage time effectively.

• Must be comfortable and support the vision and core values of Better Life Counseling.

• Must be able to pass a criminal background check.

Please write a cover letter and address the following questions:

Question 1 (written response):

Better Life Counseling provides mental health counseling that specializes in integrating the Christian faith to support healing. Please describe any experience you have working in a faith-based setting.

Question 2 (written response):Please identify your experience using Google Workspace, Microsoft Suite and Electronic Health Record Systems.

Question 3 (written response):

What experience, strengths or qualities would you bring to this role that would most support our therapists and clients?

Question 4 (written response):

As part of our process, I’d also like you to complete a brief personality assessment that measures things like attention to detail, etc. at the link below: -test After completing the assessment, please provide your results. Please do not include screenshots, images, or any copies of results that display your age or other personal demographic information other than your name.