Administrative Assistant

A BRIGHTER DAY BEHAVIORAL HEALTH CENTER ADMINISTRATIVE ASSISTANT

A Brighter Day Behavioral Health Center is an outpatient substance use disorder program providing individual, group, and intensive outpatient services to support individuals in their recovery journey. Our approach is centered on creating a safe, respectful environment that supports choice, dignity, and meaningful engagement in care.

The Administrative Assistant plays a vital role in maintaining a welcoming, organized, and calming space for clients, staff, and community partners. Serving as the first point of contact for the agency, this position supports both administrative and clinical operations, helping to ensure smooth daily functioning and continuity of care, while promoting interactions and processes that reflect emotional safety, respect, and accessibility for all individuals.

Schedule

Part-Time, Monday - Friday, 10:00a.m. - 3:00p.m.

Key Responsibilities

This description is intended to reflect the general scope of the role and may evolve to meet the needs of the program and those we serve; it is not an exhaustive list of all responsibilities.

• Client Experience & Front Desk Operations
  
  
  
  • Welcome clients, families, and visitors with warmth, professionalism, and respect, creating a safe and supportive first point of contact
  
  
  • Foster a calm, inclusive, and emotionally safe environment that promotes dignity, trust, and comfort
  
  
  • Respond to incoming calls, emails, and inquiries with care, clarity, and timeliness
  
  
  • Schedule appointments, provide reminders, and support ongoing client engagement and re-engagement efforts
  
  
  • Assist clients with accessing and navigating the patient portal to promote empowerment and ease of use
  
  
  • Provide verification of treatment letters and client documentation requests in a timely and respectful manner
  
  
  
  

• Administrative & Operational Support
  
  
  
  • Provide administrative support across teams to promote collaboration, efficiency, and continuity
  
  
  • Maintain accurate and organized electronic health records, ensuring documentation is complete, up to date, and handled with care
  
  
  • Verify client demographic and insurance information to support seamless service delivery
  
  
  • Maintain invoices and collect payments for self-pay clients with professionalism, discretion, and sensitivity to client circumstances
  
  
  • Maintain referral tracking systems, outreach logs, and client communications to support continuity of care and connection
  
  
  • Prepare meeting materials, document key discussions, and share information to support team alignment and transparency
  
  
  • Monitor inventory of office and clinical supplies and submit weekly requests to ensure consistent access to essential resources
  
  
  • Coordinate vendor services to ensure the environment remains safe, functional, and supportive
  
  
  
  

• Compliance, Quality & Documentation
  
  
  
  • Conduct routine reviews of client records to support accuracy, completeness, and alignment with organizational, state, and federal requirements
  
  
  • Support patient program experience and quality improvement efforts
  
  
  • Maintain confidentiality and uphold ethical and professional standards in all interactions, documentation, and communications
  
  
  • Maintain awareness of and support adherence to all applicable state licensing regulations and federal accreditation standards, ensuring documentation and processes meet required guidelines
  
  
  
  

• Program & Environment Support
  
  
  
  • Support daily office readiness by completing opening and closing procedures and maintaining a calm, welcoming, and well-maintained environment
  
  
  • Prepare and maintain therapeutic and shared spaces to ensure they are clean, organized, and conducive to healing and engagement
  
  
  • Support transportation coordination to reduce barriers to care and promote access to services
  
  
  
  

• Professional Responsibilities & Training
  
  
  
  • Demonstrate accountability, reliability, and a commitment to a trauma-informed, person-centered approach in all responsibilities
  
  
  • Support a collaborative team environment grounded in respect, communication, and shared purpose
  
  
  • Complete all required organizational trainings in a timely manner and actively engage in ongoing learning to support professional growth
  
  
  • Maintain current certifications in CPR, First Aid, and Narcan Bystander Training in accordance with program requirements
  
  
  
  

Education and Experience

• High School Diploma or equivalent required; Associate’s degree preferred


• Experience in behavioral health, healthcare, or a human services setting strongly preferred


• Demonstrated ability to work in environments that prioritize client-centered, trauma-informed care


• Experience in settings that require consistency, reliability, and independent task management preferred

Requirements and Skills

• Demonstrated ability to work both independently and collaboratively within a team


• Reliable attendance and ability to maintain a consistent on-site presence throughout scheduled work hours


• Ability to remain engaged and self-directed in a low-volume environment, using downtime productively to support organization, preparation, and a calm, well-maintained office environment


• Ability to create and maintain a calm, welcoming, inclusive environment for individuals from diverse backgrounds and lived experiences


• Ability to maintain professionalism, discretion, and ethical standards in all interactions and documentation


• Strong organizational skills with attention to detail


• Effective written and verbal communication skills, delivered with professionalism, respect, and compassion


• Proficiency in Microsoft Office and electronic systems, including electronic health records

Work Schedule & Requirements

• Monday – Friday, 10:00 a.m. – 4:00 p.m.


• Consistent on-site attendance required

A Brighter Day Behavioral Health Center is an Equal Opportunity Employer committed to fostering an inclusive and supportive workplace for all.