Office Administrator

Job Title: Office Administrator

Reports To: Program Director

Location: Northpoint Littleton (Adult outpatient in Littleton, 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 Office Administrator provides administrative and operational support to the Program Director (or Operations Manager, as applicable) to ensure the efficient day-to-day operation of assigned facilities. This position assists with coordinating administrative processes, maintaining organized office operations, supporting regulatory compliance activities, monitoring administrative workflows, and serving as a resource for Administrative Assistants.

The Office Administrator works closely with the Program Director, Operations Manager, Patient Financial Services, Clinical Leadership, Human Resources, Compliance, Information Technology, and other support departments to facilitate communication, coordinate projects, and ensure administrative processes are completed accurately, efficiently, and in accordance with Company policies.

This role is responsible for assisting with office operations, auditing administrative processes, maintaining documentation, coordinating technology and facility needs, supporting accreditation readiness, and helping implement standardized administrative practices that contribute to quality patient care and operational success.

Administrative Support & Coordination

• Assist the Program Director and Operations Manager with day-to-day administrative and operational activities.
• Assist with onboarding and orientation of Administrative Assistants.
• Provide guidance and training on administrative procedures, workflows, and Company expectations.
• Serve as an ongoing resource for Administrative Assistants regarding administrative questions and office processes.
• Coordinate cross-training and administrative coverage to support operational continuity.
• Promote professionalism, accountability, teamwork, and exceptional customer service.
• Assist with communication between facility leadership and administrative staff.

Administrative Operations

• Support the daily administrative operations of assigned facilities.
• Assist the Program Director in monitoring administrative workflows and office functions.
• Help coordinate front office scheduling and administrative coverage.
• Monitor administrative processes to ensure consistency with Company policies and established workflows.
• Audit patient registration, intake documentation, scheduling accuracy, scanning, filing, correspondence, and record retention practices.
• Maintain organized document management systems and administrative records.
• Identify workflow concerns and communicate recommendations for improvement to facility leadership.
• Assist with implementation of approved administrative process improvements.

Patient Financial Services Partnership

• Partner with Patient Financial Services to coordinate administrative financial workflows.
• Assist with training Administrative Assistants on insurance verification, payment collection, financial documentation, and patient financial policies.
• Audit administrative financial processes for compliance, completeness, and accuracy.
• Assist in resolving administrative issues affecting patient financial processes.
• Serve as an administrative liaison between assigned facilities and Patient Financial Services regarding workflow improvements.

Compliance & Regulatory Readiness

• Assist the Program Director and Operations Manager with Joint Commission readiness activities.
• Coordinate administrative portions of Environment of Care, emergency preparedness, infection prevention, and other regulatory documentation as assigned.
• Maintain compliance tracking tools, administrative logs, and required documentation.
• Coordinate administrative audits and assist with corrective action follow-up.
• Maintain administrative policies, forms, and standard operating procedures.
• Help ensure administrative practices comply with Company policies, HIPAA requirements, payer requirements, and applicable federal and state regulations.

Technology & Systems

• Serve as the administrative liaison for electronic health record (EHR), scheduling, and practice management systems.
• Coordinate technology support requests with the Information Technology department and external vendors.
• Assist Administrative Assistants with system access, workflow questions, and routine troubleshooting.
• Support implementation of administrative software updates, technology enhancements, and workflow changes.
• Coordinate setup and maintenance of office equipment, including printers, scanners, telephones, and other administrative technology.
• Help ensure administrative staff comply with Company technology, cybersecurity, password management, and HIPAA policies.

Project Coordination & Facility Support

• Coordinate administrative aspects of operational projects and facility initiatives as assigned.
• Coordinate office supply ordering and maintain inventory of administrative supplies.
• Submit and monitor maintenance requests for administrative office areas.
• Assist with vendor coordination related to office operations.
• Support administrative readiness for new programs, regulatory surveys, and operational initiatives.
• Help maintain consistency with Northpoint administrative standards and protocols across assigned facilities.
• Perform other duties as assigned to support facility operations and organizational objectives.

QUALIFICATIONS FOR POSITION:

• Bachelor's degree preferred; equivalent education and experience may be considered.
• Minimum of two (2) years of progressively responsible administrative experience required.
• Healthcare or behavioral healthcare experience preferred.
• Experience with Microsoft Office Suite, electronic health records, project coordination, and administrative auditing preferred.
• Knowledge of healthcare regulatory standards, accreditation processes, and HIPAA preferred.

PREFERRED KNOWLEDGE AND SKILLS:

• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Strong critical thinking and problem-solving abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to build collaborative working relationships with employees at all organizational levels.
• Proficiency with Microsoft Office Suite and electronic health record systems.
• Ability to learn new technology and administrative software quickly.
• Working knowledge of healthcare administrative processes and patient scheduling.
• Ability to audit work for accuracy and identify opportunities for process improvement.
• Strong customer service skills with the ability to communicate professionally with patients, staff, and external partners.
• Ability to work independently while supporting multiple departments and priorities.
• Demonstrated initiative, dependability, flexibility, and accountability.

SUPERVISORY RESPONSIBILITIES:

This position has no direct supervisory responsibilities. The Office Administrator provides administrative support, training, guidance, auditing, and coordination for Administrative Assistants but does not conduct performance evaluations, approve disciplinary actions, or have authority to hire, terminate, or otherwise supervise employees.

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.