Administrative Intake Assistant

Department: Intake / Administrative Support

Reports To: Intake Coordinator

Location: Arena Towers – In Office

Schedule: Monday–Thursday, 10:00 AM – 3:00 PM (20 hours/week)

Pay Rate: $23/hour

Employment Type: Part-Time, Non-Exempt

Position Summary

The Intake Assistant supports the Intake Coordinator by assisting with intake-related tasks and providing general administrative and office support. This role helps ensure an efficient, organized, and professional intake process while maintaining confidentiality and excellent customer service. The Intake Assistant also performs additional administrative duties as needed to support daily office operations.

Key Responsibilities

Intake Support

• Assist the Intake Coordinator with processing new referrals and intake documentation


• Collect, verify, and organize client demographic and intake information


• Answer inbound calls and route intake-related inquiries appropriately


• Schedule intake appointments and follow up as directed


• Ensure intake records are accurate, complete, and properly filed

Administrative & Office Support

• Perform general administrative tasks such as scanning, filing, data entry, and document organization


• Maintain office organization and assist with day-to-day office operations


• Support staff with clerical tasks as assigned


• Assist with maintaining confidential records in compliance with HIPAA and company policies

Professional Communication

• Communicate professionally with clients, staff, and external partners


• Maintain a welcoming and supportive office environment


• Handle sensitive information with discretion and professionalism

Required Qualifications

• High school diploma or GED required


• At least 1 year of administrative, intake, or office support experience preferred


• Strong organizational and time-management skills


• Excellent verbal and written communication skills


• Basic computer proficiency (email, data entry, document management)


• Ability to maintain confidentiality and professionalism at all times

Preferred Qualifications

• Experience in healthcare, behavioral health, or social services settings


• Familiarity with intake processes or electronic record systems


• Bilingual (English/Spanish) a plus

Work Environment

• In-office position at Arena Towers


• Primarily seated, desk-based work with frequent phone and computer use