Office Administrator (Part time, 25hrs/wk)

Office Administrator

ADR Wellness is hiring for an Office Administrator in Carlsbad, CA.

Location: 785 Grand Avenue, Suite 212, Carlsbad, Ca 92024

Schedule: Monday Friday, 8:30a-1p Position Type: Part time without benefits

The Office Administrator provides administrative and operational support at ADR's main office location, while also coordinating facilities needs including supply replenishment and emergency resolution with building management or landlords for ADR's satellite office locations, with occasional travel as needed. The person in this role serves as the first impression for clients, and a main goal of this role is to keep daily office operations running smoothly and to maintain a high-quality client experience. The Office Administrator works closely with the administrative team to carry out established workflows and maintain compliance with organizational policies, including HIPAA/PHI standards. This role also partners with the clinical team to support a positive, client-centered workplace culture.

Qualifications

• High school diploma or equivalent required; bachelor's degree preferred
• Experience in providing clinical administrative support, including payment processing or billing systems, in a behavioral health environment (preferred)
• Strong verbal and written communication
• Familiarity with various insurance plans
• Ability to multi-task in a fast-paced work environment
• Strong organizational skills
• Excellent customer service and interpersonal skills
• Proficient computer skills and ability to use various software programs
• Have a valid driver's license in good standing and auto insurance
• Successfully complete a comprehensive background check

Key Duties & Responsibilities

• Serve as the first point of contact for clients and visitors at the main office, providing a warm and professional welcome
• Complete office opening tasks
• Answer the main phone line, return/route voicemails, and manage the main email inbox
• Run daily reports to bill patient responsibilities via cards on file, escalating any concerns to the Director of Business Operations for support and resolution
• Maintain a clean, safe, and well-organized main office environment, including stocking inventory
• Coordinate facilities needs and supply replenishment for satellite office locations, including ordering and sending inventory as needed
• Serve as the initial point of contact for satellite office facility issues (e.g., leaks, maintenance needs), gathering relevant details and routing the issue to the Operations Administrator for resolution
• Assist with meeting room preparation for management, clinical team, and clients
• Complete incoming and outgoing requests for client medical records
• Demonstrate awareness and respect for cultural, lifestyle, age, gender, and sexual orientation diversity among clients and families
• Work effectively both independently and collaboratively to support a warm, welcoming workplace culture in partnership with the clinical team
• Attend meetings as scheduled
• Travel to satellite office locations on an as-needed basis to support facility needs
• Maintain professional ethics, appropriate boundaries, client confidentiality, and organized, secure filing, and disposal of sensitive documents in accordance with HIPAA/PHI compliance policies
• Back up Client Care Coordinator team roles as needed
• Other tasks as assigned by the Leadership Team

Skills:

• Multi-task in a fast-paced warm environment
• People skills including conflict resolution and problem solving, as well as the ability to implement and enforce scheduling guidelines with staff members and clients
• Experience with medical/administrative record systems, PHI management, and HIPAA compliance
• Exceptional verbal and written communication skills
• Proficient in Outlook, Microsoft Suites, CRM Tools, EMR Strong analytical skills and the ability to take initiative
• Comfortable learning and adapting to new software, platforms, and technology tools as organizational needs evolve
• Detail oriented and conscientious
• Excellent organizational and time management skills
• Problem solving and ability to work independently, as well as collaboratively with a growth mindset

Physical Demands:

• These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions:
• The employee must occasionally lift and/or move up to 15 pounds.
• Prolonged periods of sitting at a desk and working on a computer.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
• Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus.