Office Administrator

Position Summary

Liberty Behavioral & Community Services, Inc. is seeking a highly organized, professional, and results-oriented Office Administrator to support the day-to-day administrative and operational functions of the organization.

The Office Administrator will play an important role in ensuring that office operations run efficiently, and that staff, providers, and leadership receive timely and professional administrative support. This position will coordinate administrative activities, maintain records, support staff and program operations, assist with scheduling and communication, monitor office needs, and help ensure compliance with organizational policies and applicable regulatory requirements.

The ideal candidate will have experience in healthcare, behavioral health, social services, or community-based organizations and will demonstrate strong organizational, communication, leadership, and problem-solving skills. The successful candidate should be comfortable working in a fast-paced environment, managing multiple priorities, handling confidential information, and working collaboratively with clinical, administrative, and program staff.

Essential Duties and Responsibilities

Office & Administrative Operations

• Oversee and coordinate the day-to-day administrative operations of the assigned office location.
• Ensure the office environment is organized, professional, and adequately equipped to support staff and service delivery.
• Develop and maintain efficient administrative procedures and workflows.
• Coordinate office supplies, equipment, facilities, mail, and other administrative needs.
• Maintain organized electronic and physical records.
• Monitor administrative processes and identify opportunities for improvement.
• Assist leadership with the implementation of organizational policies, procedures, and initiatives.
• Serve as a central administrative resource for staff and management.
• Coordinate meetings, calendars, conference rooms, and other administrative activities.
• Prepare correspondence, reports, presentations, spreadsheets, and other documents as needed.

Staff & Program Support

• Provide administrative support to program managers, clinical staff, supervisors, and other leadership personnel.
• Assist with staff scheduling, meetings, training coordination, and administrative communications.
• Support onboarding activities for new employees.
• Maintain required staff and program documentation.
• Coordinate communication between departments to ensure information is shared accurately and timely.
• Assist managers with tracking staffing needs, vacancies, attendance, and other operational matters.
• Support hiring activities when requested by Human Resources or leadership.
• Help coordinate staff meetings, orientations, training, and organizational events.

Client & Community Support

• Provide professional and courteous administrative support to clients, families, visitors, and community partners.
• Respond to routine inquiries and direct clinical or specialized questions to the appropriate department.
• Assist with intake and administrative processes as assigned.
• Help ensure timely communication with clients, families, referral sources, and other stakeholders.
• Maintain a professional and welcoming office environment.
• Assist in resolving administrative concerns and escalate issues appropriately.

Compliance & Confidentiality

• Maintain confidentiality of client, employee, and organizational information.
• Follow HIPAA and applicable privacy and confidentiality requirements.
• Maintain accurate and complete administrative records.
• Assist with internal audits, compliance reviews, and regulatory requests.
• Ensure required administrative documentation is completed and maintained appropriately.
• Support compliance with organizational policies and applicable federal, state, and local regulations.
• Immediately report significant compliance, safety, or operational concerns to appropriate leadership.

Financial & Administrative Support

• Assist with administrative aspects of budgeting, purchasing, and expense tracking.
• Process or coordinate invoices, purchase requests, and other administrative financial documentation as assigned.
• Monitor office expenditures and supplies.
• Assist leadership with preparation of operational reports and budget information.
• Maintain accurate records related to purchases, vendors, and administrative expenses.
• Coordinate with vendors and service providers as needed.

Reporting & Operational Metrics

• Assist with preparing routine operational and administrative reports.
• Maintain spreadsheets and databases related to staffing, programs, supplies, expenses, and other operational activities.
• Track administrative deadlines and follow up on outstanding items.
• Assist leadership in monitoring operational performance indicators.
• Identify administrative trends, gaps, and inefficiencies and make recommendations for improvement.

Vendor & Facility Coordination

• Coordinate with vendors, contractors, landlords, and service providers as assigned.
• Monitor office maintenance and facility-related concerns.
• Submit and follow up on maintenance requests.
• Ensure necessary office services and supplies are available.
• Assist with maintaining a safe, clean, and professional work environment.

Process Improvement & Leadership Support

• Identify opportunities to improve administrative efficiency and workflow.
• Assist with implementing new systems, processes, and procedures.
• Support organizational projects and special initiatives.
• Conduct research and gather information for leadership as requested.
• Assist with preparing materials for management meetings and presentations.
• Provide administrative support for organizational events and meetings.
• Perform other duties as assigned.

Requirements

Minimum Qualifications

• Bachelor's degree in b usiness administration, Healthcare Administration, Management, Human Resources, Public Administration, or a related field preferred.
• MBA or master's degree in business administration, Healthcare Administration, Management, or a related field strongly preferred.
• Minimum of 3 years of experience in office administration, healthcare administration, behavioral health, social services, nonprofit operations, or a related environment.
• Demonstrated experience coordinating administrative operations and multiple priorities.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong interpersonal and customer-service skills.
• Ability to work independently while also functioning effectively as part of a multidisciplinary team.
• Strong problem-solving and critical-thinking skills.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and Teams.
• Ability to learn and effectively use electronic records, HR, scheduling, and other administrative systems.

Preferred Qualifications

• MBA or master's degree in business administration, Healthcare Administration, or a related field.
• Previous experience in behavioral health or community-based services .
• Experience working in a healthcare, mental health, substance use disorder, developmental disability, or social services environment.
• Experience supporting multiple programs, departments, or locations.
• Experience with healthcare or behavioral health compliance requirements.
• Experience with electronic health records (EHR/EMR) systems.
• Experience with budgeting, expense tracking, reporting, or operational KPIs.
• Experience coordinating vendors and facilities.
• Previous supervisory or team-lead experience.

Knowledge, Skills, and Abilities

The successful candidate should demonstrate:

• Administrative Excellence: Ability to maintain organized and efficient office operations.
• Business Acumen: Understanding of budgeting, operational efficiency, resource management, and organizational performance.
• Leadership: Ability to coordinate people, processes, and priorities effectively.
• Communication: Excellent written, verbal, and interpersonal communication skills.
• Problem Solving: Ability to identify issues and develop practical solutions.
• Organization: Ability to manage multiple projects, deadlines, and competing priorities.
• Confidentiality: Ability to appropriately handle sensitive employee and client information.
• Professionalism: Ability to represent Liberty Behavioral & Community Services in a professional and positive manner.
• Adaptability: Ability to work effectively in a changing behavioral health and community-services environment.
• Teamwork: Ability to collaborate effectively with clinical, administrative, program, and leadership teams.

Physical & Other Requirements

• Ability to work in an office and community-based service environment.
• Ability to sit, stand, walk, and use a computer for extended periods.
• Ability to occasionally lift or move office materials and supplies.
• Ability to travel between organizational locations when required.
• Must successfully complete applicable background screening requirements.
• Must maintain all required organizational and regulatory credentials, if applicable to the position.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance
• Salary Range- $28.00 - $34.00 (Depending on qualifications).