Administrative Assistant

Job Title: Administrative Assistant

Reports To: Program Director

Location: Northpoint Littleton (Adult outpatient in Loveland, CO)

Schedule: Monday-Friday 8am-5pm 

Compensation: $23-28/hour

Northpoint Recovery Holdings, LLC began 2009 as Ashwood Outpatient and officially launched the Northpoint platform in 2015. Now celebrating 10 years of growth in 2025, Northpoint is a leading behavioral healthcare provider offering evidence-based treatment for adults with substance use and co-occurring disorders through the Northpoint Recovery brand, and mental health treatment for adolescents through Imagine by Northpoint. Operating under an in-network, commercial insurance model, Northpoint has grown exclusively through de novo expansion—from two facilities to seventeen across the Western U.S.—with more planned in both existing and new markets. We're guided by core values of humility, heart, inspiration, and conviction. Our mission is simple: saving lives and restoring relationships by helping people get their lives back, and treating every individual with empathy and respect.

POSITION SUMMARY: As a key member of the Northpoint team, the Administrative Assistant III is a senior-level administrative role responsible for high-level coordination of facility operations, process improvement, and cross-functional support. This individual serves as a liaison across departments, leads key compliance and billing audits, and mentors' administrative staff. The role requires exceptional organizational, analytical, and communication skills, along with the ability to act with a high degree of independence and discretion. The ideal candidate has excellent communication and multitasking skills, problem solving skills, a positive attitude, and a strong work ethic.

ESSENTIAL RESPONSIBILITIES AND DUTIES INCLUDE:

• Oversee and help implement the day-to-day administrative functions of the facility.
• Assist Program Director in creatively managing the administrative assistant team schedules and call offs.
• Greeting visitors and ensure a positive front-desk experience.
• Serve as a point of contact for internal and external stakeholders.
• Coordinate office management schedules, coverage, and team needs.
• Client and staff Telehealth liaison
• Responsible for the completion and collection of all necessary intake paperwork and documentation
• Assist leadership in developing data tracking processes and trainings needed to improve the front desk processes.
• Assist Operations Manager in coordinating vendor appointments and building maintenance needs.
• Coordinate scheduling of fire drills and egress testing.
• Responsible for environmental cleanliness, organization, and presentation
• Reception duties; scheduling of clients, answering telephone, customer service needs, follow up calls, track attendance, send out appointment reminder alerts, assist in Medicaid transportation, process incoming mail.
• Coordinate client UA results with multidisciplinary team.
• Maintain lobby environment to promote warm and welcoming surroundings, including seasonal décor.
• Ensure a safe and secure lobby environment for employees, clients, guardians, and visitors.
• Facilitate client arrival and departure from programming.
• Collaborate with Operations Manager to maintain site specific Joint Commission and facility compliance deadlines.
• Screen and monitor visitors and connect them with the appropriate staff member.
• Display initiative by identifying problems and making recommendations to solve them.
• Answer inquiries and obtain information for general public, clients, visitors and staff in an expedient, professional and courteous manner.
• Manage and provide training to incoming and current reception and clinical staff for front desk duties.
• Liaise with facility vendors including cleaning, maintenance, and transportation services.
• Organize, maintain, and create client orientation packets.
• Regularly audit facility email distribution lists to ensure they accurately reflect all current staff members.
• Maintain clinical providers KIPU calendars.
• Conduct a comprehensive audit of all new admission paperwork every 24 hours to ensure all required forms are completed accurately and submitted in accordance with compliance and documentation standards. Promptly follow up on any missing or incorrect information to ensure timely resolution.
• Prepare and deliver quarterly training sessions for administrative team members, focusing on process improvements, system updates, or identified development needs. All training topics must be reviewed and approved in advance by the Market Operations Manager.
• Resolve administrative issues independently and escalate complex matters appropriately.
• Assist with or lead special projects, ensuring deadlines and quality standards met.
• Provide high-level administrative assistance to onsite leadership.
• Work collaboratively with management positions in creating and identifying efficiencies within the facility.
• Plan in-house activities such as parties, celebrations and trainings.
• Adhere to all company policies and procedures.
• Manage facility email distribution lists to reflect current staff.
• Conduct regular audits of patient accounts to ensure all required financial paperwork is properly completed and signed.
• Complete weekly group note billing audits for full completion and signature.
• Serve as the primary point of contact for collecting patient payments onsite.
• Ensure all required financial paperwork is completed and signed at the time of admission.
• Serve as the liaison between clients, the Patient Financial Accounts team, and the Patient Accounts Receivable (AR) team regarding billing inquiries and account-related questions.
• Maintain confidentiality in accordance with 42 CFR Part 2 and all other established policies, procedures, and standards of care.
• Performs other related duties and special projects as assigned.

QUALIFICATIONS/REQUIREMENTS FOR THE POSITION:

• Must be at least twenty-one (21) years of age.
• Excellent communication skills, telephone and office etiquette
• Knowledge of Microsoft Office Suite, data entry software and other office related computer software
• Excellent time management skills
• Ability to perform duties with minimal supervision.
• Action-oriented with the ability to: adapt to change, work independently, prioritize tasks, and drive to finish.
• Minimum of 3–5 years of administrative experience in a healthcare or behavioral health setting.
• Proficiency in Microsoft Excel and other Microsoft Office Suite applications, including Word, Outlook, and PowerPoint; ability to create and manage spreadsheets, format professional documents, and utilize productivity tools to support administrative functions.

PREFERRED KNOWLEDGE AND SKILLS: 

• Excellent critical thinking skills
• Excellent organizational abilities
• Strong mentoring, and coaching experience to a team with diverse levels of expertise
• Exceptional written and oral communication skills
• Comfortable analyzing information and dealing with complexity.
• Quickly and effectively identify and resolve problematic situations.
• Able to handle confidential material in a reliable manner.
• Ability to perform several tasks concurrently with ease and professionalism.
• Ability to effectively prioritize workload in a fast-paced environment.
• Strong attention to detail and accuracy
• Proficiency with Microsoft Office Suite

FULL-TIME BENEFITS INCLUDE:

• Subsidized Health Insurance Coverage for Employee, Spouse, & Dependent(s)
• 100% Employer Paid Basic Life Insurance equal to 1x annual salary, up to $100,000
• 100% Employer Paid Employee Assistance Program
• Voluntary Dental, Vision, Short-Term Disability, Supplemental Life & AD&D, Critical Illness, Accident, and Hospital Indemnity Insurance.
• Pre-tax Savings Accounts for all IRS-allowable medical and dependent care expenses
• Generous Paid Time Off plan 
• Employee Referral Bonuses
• 401K Retirement Plan & Employer Match
  

This job description is not intended, and should not be construed, to be and exhaustive list of all responsibilities, skills, efforts, or working conditions associated with this job. It is meant to be an accurate reflection of the principal job elements essential for making fair pay decisions about jobs.

Employees with potential access to protected health information must comply with all procedures and guidelines governed by HIPAA.

Northpoint is an Equal Opportunity Employer. Northpoint is an At-Will employer. Employment may be terminated at any time by the employee or employer with or without notice.