Administrative Assistant

Job Description

Job Description

Benefits:

• 401(k)
• Competitive salary
• Dental insurance
• Free food & snacks
• Free uniforms
• Health insurance
• Paid time off
• Training & development
• Tuition assistance
• Vision insurance
• Wellness resources

We are looking for a highly organized and detail-oriented Administrative Assistant to keep our office and administrative team running smoothly and efficiently. This is a great opportunity to assist our employees with diverse projects and provide general administrative support.
The Ranch is a small non-profit company of less than 50 employees, which means there’s lots of room for growth and learning opportunities. We are committed to creating an inclusive culture where all employees feel welcomed and valued.
This is a full-time position with general working hours, Monday through Friday 8am to 5pm. Duties and responsibilities revolve around supporting others and may vary widely. This position requires an operational knowledge of programs associated with Microsoft Office: Word, Outlook, Excel.

Education & Experience Requirements
• High School Diploma or equivalent required
• Associate’s Degree in Business Administration, Office Management, or related field preferred
• Minimum of one (1) year of administrative, clerical, or office support experience preferred
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) required
• Experience in healthcare, behavioral health, or nonprofit environments preferred

Reports To
Office Manager / Executive Leadership (as assigned)

Position Summary
The Administrative Assistant is responsible for providing comprehensive clerical, administrative, front desk, and operational support to ensure the efficient functioning of office and program operations.
This role supports clinical, residential, and executive departments by managing communications, scheduling support, client intake coordination functions, and general office operations. The position requires strong organizational skills, professionalism, attention to detail, and the ability to manage multiple priorities in a behavioral health treatment environment.
This is a full-time position, Monday through Friday, 9:00 AM to 5:00 PM.

Core Duties and Responsibilities

1. Front Desk, Reception & Communication Duties
• Answer incoming telephone calls and direct calls to appropriate staff or departments
• Screen and route phone inquiries based on urgency and subject matter
• Take and relay accurate messages to staff in a timely manner
• Greet, assist, and professionally direct visitors upon arrival
• Route client and visitor questions to the appropriate staff member or department
• Maintain a professional and welcoming front desk environment at all times

2. Client Appointment Coordination & Front Desk Check-In
• Check in clients upon arrival for scheduled appointments
• Notify clinical and administrative staff of client arrival in real time
• Communicate client readiness or delays to appropriate providers
• Assist with maintaining appointment flow and scheduling coordination
• Support coordination between front desk, clinical staff, and residential teams regarding client movement

3. Mail & Correspondence Management
• Prepare outgoing mail and packages
• Retrieve mail from mailbox and post office as needed
• Distribute incoming mail to appropriate departments or individuals
• Maintain organization of mail logs and delivery tracking when required

4. Administrative & Clerical Support
• Provide general administrative support to staff and leadership
• Assist with data entry and recordkeeping in organizational systems
• Support preparation of documents, reports, and correspondence
• Maintain organized electronic and physical filing systems
• Assist with copying, scanning, faxing, and document preparation

5. Office Operations Support
• Support daily office operations and workflow efficiency
• Maintain office supplies and notify leadership of shortages
• Assist with scheduling, calendars, and meeting coordination as needed
• Support interdepartmental communication and coordination
• Assist with organization of office materials and administrative systems

6. Technology & Systems Support
• Utilize Microsoft Office Suite (Word, Excel, Outlook) daily
• Maintain accurate electronic records and data entry systems
• Assist staff with basic administrative software functions
• Ensure accuracy and confidentiality of electronic documentation

7. Customer Service & Communication
• Provide professional communication with clients, staff, and external partners
• Maintain respectful, supportive, and solution-focused interactions
• Assist in resolving basic administrative inquiries or routing concerns appropriately
• Support a client-centered and trauma-informed service environment

8. Professional Standards
• Maintain confidentiality of all client, staff, and organizational information
• Demonstrate professionalism in all communication and interactions
• Follow organizational policies and procedures at all times
• Work collaboratively with all departments and leadership

Other Duties
Other duties as assigned by Executive Leadership or designee

???? Compliance Standards Applied
The Joint Commission
• IM.02.01.01 – Record management and documentation control
• HR.01.02.01 – Workforce competence and administrative support roles
• LD.04.01.01 – Organizational leadership and operational oversight
• RC.02.01.01 – Registration, admission, and patient flow processes
• EC.04.01.01 – Environmental safety and office operations

COMAR 10.21 / Maryland Behavioral Health Regulations
• Administrative documentation and recordkeeping requirements
• Client confidentiality and behavioral health program support standards
• Operational support for licensed behavioral health services

HIPAA Privacy & Security Rule
• Protection of client health information (PHI)
• Confidential handling of all records, communications, and client data
• Secure management of electronic and physical documentation