Office Coordinator

POSITION TITLE: OFFICE COORDINATOR OUTPATIENTDEPARTMENT: ADMINISTRATIONFLSA STATUS: NON-EXEMPTJob SummaryThis position maintains and coordinates the front office and reception activities to ensure effective communications both internally and externally, provides administrative support to staff and clients to ensure maximum utilization of services, and maintains professional image of the organization.SHIFTSMonday–Friday, daytime hoursREPORTING RELATIONSHIPSThe Office Coordinator does not supervise any positions.Duties & Essential Job FunctionsGreet, welcome and assist visitors, to include clients, vendors and guests, to provide welcoming and professional image of organizationAnswer incoming phone calls and route appropriately to ensure efficient and accurate flow of communication and information exchangeCreate and manage client chart information, both electronic and hard copy, using HIPAA standards to ensure confidentiality and accuracy of informationProcess credit card information and cash as payment from clients to ensure accuracy of transactionCreate and communicate reports to include group attendance, various client status and rosters on an ongoing basis to provide management with accurate information on a timely basisManage and create group and individual session information packets to provide clients with service information and screening tools prior to sessionSchedule appointments for individual and groups sessions to ensure appropriate availability of staff and necessary attendance of clientsManage group waitlist and current group rostersRun insurance checks and answer clients' questions regarding insurance coverage and payment options to ensure appropriate and prompt payment for servicesProvide and maintain reliable and prompt attendance, with the ability to work the schedule dictated by business necessityOrder office suppliesSchedules telehealth phone assessments/screensFacilitates urinary analysis screens and breathalyzersEnsures there's adequate coverage in all clinicsPeriodic Functions And ResponsibilitiesPerform, prepare and package drug screensAssist clinical staff with administrative tasks such as filing, typing, correspondence, faxing and copyingCoordinate, order and distribute office supplies and inventory levelsPerform other duties as assignedQualificationsAssociate’s degree in a related field or equivalent experience preferred One year of related experience or equivalent combination of education and experienceRequired Licenses/CertificatesMay be required to be CPR and First Aid CertifiedCULTURE FITWe’re committed to creating a culture of transparency and psychological safety. That means we communicate directly and kindly, ask for help when we need it, and celebrate wins big and small. Whether you’re in clinical care, admin, or support services you are part of the mission.At ShareHouse, we’re more than coworkers, we’re collaborators, advocates, and believers in second chances. We serve individuals and families navigating the challenges of addiction and mental health with heart, respect, and resilience. We believe a healthy workplace fuels healthy outcomes, so we focus on connection, communication, and compassion, both in how we serve our clients, and how we treat each other.YOU’LL THRIVE HERE IF YOU…Are mission-driven and motivated by meaningful workSee change and feedback as opportunities, not obstaclesWant to grow personally and professionally alongside your peersValue teamwork and open communicationEnjoy working in a collaborative and mission-driven environmentBring a positive attitude and help foster a culture of encouragement and respectCORE VALUESCompassion — We lead with empathy and respectIntegrity — We do the right thing when no one is watchingConnection — We value belonging, empathy, trust, and mutual understandingPhysical RequirementsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job with or without reasonable accommodation:Frequently RequiresStooping and bendingUse of color vision and ability to distinguish colorsPushing and pulling, lifting and carrying up to 15 lbs.Ability to communicate orally and hear/understand oral communicationAbility to utilize fine motor skills, reach and graspOccasionally RequiresStanding for up to 1 hourPushing and pulling, lifting and carrying over 15 lbs.WORK ENVIRONMENTThis position works in an environment with few physical discomforts; may occasionally be exposed to drafts, noise, temperature variations and odors.Compensation$18.00-$22.50 (DOE)Compensation for this position is based on several factors, including relevant experience, skills, and qualifications. In addition to base pay, ShareHouse offers a comprehensive total rewards package that includes generous paid time off (PTO), a robust benefits program, a 401(k) match, and more. We also support financial growth through annual merit-based raises.This position will remain open until filled and may be taken down at any time without notice.