Administrative Assistant - Outpatient Services Location/Schedule: Winston-Salem, North Carolina; Full-time. Typical hours are Monday through Friday, 9:00 AM - 5:00 PM, with some occasional evening hours depending upon program needs. This is an onsite position, and work is primarily performed in an office environment. Your Impact: As the Administrative Assistant – Outpatient Services, you are often the first voice families hear and the steady presence our clinicians rely on. Your work ensures therapy services are scheduled, data is accurate, incidents are handled appropriately, and communication flows smoothly - allowing our clinical team to focus on what matters most: helping children and families heal. This is more than an admin role. The person in this role is a connector, problem-solver, and trusted partner who helps sustain high-quality outpatient behavioral health services across our communities. Hiring Range: $18.75 - $21.50 per hour- Compensation is based on experience and qualifications. Candidates who meet only the minimum requirements can expect to start at the beginning of the range, while those with additional and relevant experience and/or advanced skills may be considered for higher starting pay within the range. Benefits: - Defined Contribution Benefits Plan including options for:
- Health/Dental/Vision Insurance - $0 copay for mental health visits with our health insurance
- Life, Short-Term Disability, and Long-Term Disability Plans
- Critical Illness and Accident Coverage Options
- Flexible Spending Plan
- 401k with Employer Match (up to 6%)
- Paid Parental Leave - Based on Tenure
- Ongoing Training
- 20 Days PTO, 11 Paid Holidays
Education/Experience: - High school diploma or GED required; Associates degree and/or education in business administration preferred.
- 2+ years of full-time experience required in administrative and operational functions, including general office tasks, calendar scheduling, and record keeping, with knowledge of finance and task management.
- Experience with social services organizations, schools, or medical fields preferred.
- An equivalent combination of education and experience may be considered.
Skills and Competencies: The ideal Administrative Assistant – Outpatient Services brings a strong mix of technical skills and emotional intelligence: - Administrative support & office management
- Scheduling, calendar management, and coordination
- Electronic medical records (EMR/EHR) management
- Data entry, tracking logs, and reporting accuracy
- Incident reporting and compliance documentation
- Google Workspace & Microsoft Office proficiency
- Strong written and verbal communication
- Customer service in healthcare or human services
- Time management and multitasking
- High attention to detail and organization
- Confidentiality and HIPAA-aligned discretion
- Trauma-informed, culturally responsive communication
- Collaboration with remote and diverse teams
- Problem-solving and proactive task management
- Flexibility and adaptability in fast-paced environments
Key Responsibilities: As the Administrative Assistant – Outpatient Services, you will: - Provide administrative support by scheduling meetings, preparing materials, tracking deliverables, and following up on action items for contract partnerships
- Serve as the primary point of contact for Outpatient Services by managing the front desk, greeting visitors, and handling incoming calls, mail, and packages
- Receive, triage, and route electronic and phone communications to appropriate staff and departments
- Coordinate meetings, events, and special programs
- Perform clerical tasks including electronic filing, scanning, document organization, and copay collection
- Submit Level 2, Level 3, and Critical Incident Reports in alignment with program policy and notify appropriate team members
- Track open Incident Reports and follow up with NC Incident Response Improvement System (IRIS) as needed
- Ensure accurate data entry, data cleanup, and consistent reporting across systems to support data analysis
- Collaborate with the Senior Director of Outpatient Services to monitor service authorizations and expenses
- Facilitate satisfaction surveys for families receiving services
- Coordinate with Referral and Admissions on outpatient therapy referrals
- Deliver exceptional customer service and build positive relationships with internal and external partners
- Maintain strict confidentiality of sensitive client, family, and personnel information
- Perform other related duties as assigned within scope of training and qualifications
Note: This job ad is a summary of the position and its requirements. For a full list of responsibilities and qualifications, please refer to the detailed job description which can be sent to you upon request.
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