Administrative Assistant

Position Overview

Fresh Start Behavioral Health Inc. is seeking a highly organized, dependable, and detail-oriented Administrative Assistant to provide direct support to the Practice Manager and Corporate Compliance Officer.

This position will assist with scheduling, correspondence, employee follow-up, task tracking, onboarding, credentialing, documentation monitoring, records requests, and compliance-related organization. The ideal candidate can manage multiple deadlines, communicate professionally with colleagues, and handle sensitive employee and patient information with discretion.

This is not primarily a front-desk position. The role focuses on helping the Practice Manager coordinate day-to-day administrative responsibilities and keep operational and compliance-related assignments moving forward across the organization. The role prepares, tracks, and coordinates; approvals and decisions remain with the Practice Manager and Corporate Compliance Officer.

Primary Responsibilities

• Manage calendars and assist with scheduling meetings, interviews, evaluations, and trainings.
• Prepare meeting agendas, take minutes, and track assigned action items.
• Draft routine emails, letters, forms, and professional correspondence.
• Maintain administrative trackers, task lists, deadlines, and follow-up records.
• Follow up firmly and professionally with colleagues regarding requested documents, corrections, and deadlines.
• Prepare concise updates identifying completed, pending, overdue, and escalated assignments.
• Assist with job postings, interview coordination, onboarding packets, and personnel-file organization.
• Collect and organize licenses, certifications, resumes, and credentialing documents.
• Monitor license, credentialing, training, and regulatory submission deadlines.
• Assist with tracking incomplete or unsigned documentation and sending approved reminders.
• Receive, log, and track medical-record requests for review and approval.
• Organize documents for audits, surveys, accreditation activities, complaints, investigations, and quality-improvement reviews.
• Maintain organized electronic files and protect confidential information.
• Coordinate routine communication between departments and agency locations.
• Escalate privacy, compliance, clinical, billing, employee-relations, or patient-safety concerns to the appropriate supervisor.

Skills and Competencies

• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Strong computer literacy and experience with data entry, spreadsheets, electronic filing systems, and electronic health records.
• Excellent organizational and time-management skills.
• Ability to prioritize assignments and manage multiple deadlines.
• Strong attention to detail when reviewing names, dates, signatures, forms, and supporting documentation.
• Professional written and verbal communication skills.
• Ability to draft clear emails, letters, and routine business correspondence.
• Comfortable following up firmly and professionally with colleagues.
• Ability to work independently while recognizing when supervisor approval is required.
• Sound judgment when handling sensitive employee, patient, and organizational information.
• Bilingual abilities are a plus but are not required.

Qualifications

• High school diploma or GED required.
• Associate degree in business administration, healthcare administration, human resources, or a related field is preferred.
• At least two years of administrative, healthcare, medical-office, or professional office experience preferred.
• Behavioral health, substance-use treatment, credentialing, compliance, human resources, or healthcare administration experience is a plus.
• Experience supporting a manager, executive, or department leader is preferred.
• Experience with employee onboarding, records requests, audits, credentialing, or deadline-based tracking is advantageous.
• Familiarity with HIPAA and 42 CFR Part 2 confidentiality requirements is preferred.
• Must be professional, dependable, detail-oriented, and able to maintain strict confidentiality.
• Must pass required BCI and exclusionary background checks and a drug screen.

Job Type: Full-time

Pay: $18.00 - $21.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person