Administrative Support Coordinator - Part-time, Evenings

Gateway Rehab Center (GRC) is hiring a part-time Administrative Support Coordinator for our outpatient office in Green Tree, PA! In this important role, you will provide administrative and operational support to outpatient programming while helping ensure a positive experience for patients, visitors, and staff. You will support daily office operations, maintain patient records, coordinate scheduling activities, and assist with the overall efficiency of the site. This position works evening hours Monday through Thursday, making it an excellent opportunity for candidates seeking a consistent weekday evening schedule.

If you're organized, detail-oriented, and enjoy working in a fast-paced healthcare environment, keep reading!

Why You'll Love Working at GRC

• Mission-driven work supporting individuals and families impacted by addiction.
• Opportunity to play a key role in supporting outpatient treatment services.
• Collaborative team environment focused on recovery, wellness, and patient care.
• Meaningful work that helps ensure patients receive timely access to services and support.
• Comprehensive benefits package, including contribution toward the medical insurance plan of your choice: Highmark or UPMC, plus access to employee discount programs and additional supportive benefits!

Why This Role is Important to SUD Treatment

GRC's outpatient programs help individuals build and maintain lasting recovery, and as an Administrative Support Coordinator, you'll help ensure those services run smoothly and efficiently. By supporting scheduling, patient records, admissions processes, and day-to-day office operations, you'll help create a welcoming and organized environment that allows clinicians and patients to focus on treatment and recovery. This is more than an administrative role. It's an opportunity to support life-changing care every day.

Responsibilities:

• Process patient evaluations, admissions, and discharges within the electronic health record system.
• Assist in scheduling patients for services through the electronic health record system.
• Greet patients and visitors and notify staff upon their arrival for appointments.
• Complete word processing, data entry, filing, and other administrative duties.
• Train new administrative staff on office procedures and electronic medical record systems.
• Monitor patient liability and payment rates, including tracking balances, collecting payments, making deposits, and referring non-paying patients to management when necessary.
• Coordinate and process patient drug screenings.
• Answer and direct calls on a multi-line telephone system in a professional and courteous manner.
• Respond to visitor inquiries and provide information regarding services and programming.
• Audit patient charts, including admission and discharge documentation.
• Support physician and nursing clinic days, including appointment scheduling, authorizations, medication ordering, and pharmacy communication.
• Order office supplies and maintain inventory as needed.
• Ensure office equipment is functioning properly and support the smooth operation of the facility.
• Generate and respond to correspondence.
• Maintain a neat, organized, and welcoming lobby and front desk area.
• Support medical records functions, including maintaining patient records and finalizing records after discharge.
• Attend site and operational meetings as required.
• Perform other related duties as assigned.

What You Bring

• Strong communication and interpersonal skills.
• Excellent organizational and time-management abilities.
• Strong attention to detail and accuracy.
• Solid computer proficiency and experience with office software applications.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional demeanor and strong customer service skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.

What Do We Require?

• High School Diploma or GED.

Preferred Qualifications

• Post-secondary education, business school, or professional school training.

Additional Requirements

• Pass a PA Criminal Background Check.
• Obtain PA Child Abuse and FBI Fingerprinting Clearances.
• Pass a Drug Screen.
• Complete a 2-Step TB Test.
• Obtain CPR/First Aid Certification.

What Are the Work Conditions?

• Office-based environment.
• Substance Use Disorder treatment center.
• Frequent interaction with patients, visitors, and staff.
• Minimal physical demands.
• Moderate mental demands requiring attention to detail, organization, and the ability to manage multiple responsibilities simultaneously.

GRC is an Equal Opportunity Employer committed to diversity, equity, inclusion, and belonging. We value diverse voices and lived experiences that strengthen our mission and impact.