Administrative Assistant

Keep Us Organized. Keep Us Connected. Make a Difference.

Grant Gardens Residential Treatment Center is seeking a dependable, detail-oriented Administrative Assistant to support daily operations at our facility serving adolescents with emotional and behavioral health needs.

From welcoming families to organizing records and following up on outstanding paperwork, your work will help our team stay prepared, informed, and focused on the young people we serve. We are looking for someone who takes initiative, communicates professionally, and follows tasks through to completion.

Reporting to the Support Services Manager, you will coordinate office workflows, assist with purchasing and invoice tracking, support resident documentation processes, and provide administrative assistance across departments. This role is a strong fit for someone who enjoys variety, manages competing priorities effectively, and finds satisfaction in keeping daily operations running smoothly.

Our Mission: Healing Starts with People

At Grant Gardens, every role contributes to a safe and supportive treatment environment. A welcoming interaction, an accurate record, and timely follow-up help our staff coordinate care and support adolescents and their families. Your organization and attention to detail make that work possible.

Key Responsibilities

• Support daily operations: Provide administrative and clerical assistance to the Support Services Manager and coordinate assigned office tasks, deadlines, and follow-up needs.

• Create a welcoming environment: Greet families, visitors, applicants, vendors, and contractors professionally; maintain visitor logs and issue required badges.

• Keep communication moving: Answer and route calls, distribute mail, receive deliveries, and direct information to the appropriate departments.

• Prepare and organize information: Create correspondence, spreadsheets, reports, meeting agendas, minutes, presentations, and follow-up lists. Maintain calendars, tracking systems, and electronic and paper files.

• Assist with purchasing: Monitor office supplies, track approved purchase requests, organize vendor quotes, and forward approved invoices and supporting documents to Accounts Payable.

• Support resident documentation: Prepare intake materials, coordinate treatment-team correspondence, distribute approved clinical documents, and track required signatures and delivery confirmations.

• Maintain accurate electronic records: Enter and upload documentation into Welligent or other designated systems and follow up on missing records and outstanding items.

• Track services and deadlines: Maintain assigned tracking of daily billable clinical service hours and communicate documentation gaps or concerns to the appropriate leader.

• Support facility readiness: Organize assigned vendor, inspection, transportation, vehicle, service, and compliance records and assist with audit and licensing-review preparation.

• Coordinate team activities: Prepare orientation and training materials and assist with meeting logistics, employee events, and designated onboarding paperwork.

• Protect confidentiality: Handle resident, employee, financial, and business information carefully while following privacy, information-security, and established approval procedures.

Qualifications

• High school diploma or GED required.

• Associate degree or postsecondary coursework in business administration, healthcare administration, office systems, medical office administration, or a related field preferred.

• One to two years of administrative, clerical, office coordination, records management, or customer-service experience preferred.

• Experience in healthcare, behavioral health, residential treatment, social services, or another regulated environment preferred.

• Proficiency with Microsoft 365, spreadsheets, email, shared files, and standard office equipment.

• Experience with electronic health records or document-management systems preferred; willingness to learn Welligent and other facility systems required.

• Strong organizational, communication, customer-service, and time-management skills.

• Ability to manage recurring deadlines, maintain accurate records, work independently, and coordinate across departments.

• Dependability, sound judgment, discretion, and consistent follow-through.

• Ability to obtain and maintain required background clearances, health screenings, facility training, and applicable CPR, First Aid, AED, and Therapeutic Crisis Intervention certifications.

What to Expect

This position combines front-office interaction with detailed administrative work. You will balance planned assignments with calls, visitors, and changing facility needs. Success requires a professional approach, careful handling of sensitive information, and the ability to communicate when priorities conflict or additional support is needed.

Put Your Skills to Work for a Meaningful Mission

If you enjoy helping others, bringing order to busy workflows, and making sure important details are handled, join Grant Gardens and help keep our mission moving forward.