Office Coordinator

Department:
Administrative Supervisor:
Executive Clinical Director

Position Summary:

The Office Coordinator plays a key administrative role in supporting the daily operations of The Guiding Light Wellness Center. This position ensures smooth office functioning by coordinating scheduling, client communications, documentation, billing support, and general administrative tasks across the Outpatient Therapy Program and Therapeutic After school and Summer Enrichment Program. The ideal candidate is organized, detail-oriented, and able to multitask in a fast-paced, client-centered environment.

Duties and Responsibilities:

The Office Coordinator manages daily office operations, provides administrative and clerical support to clinical and program staff, and serves as a point of contact for clients and families. Responsibilities include scheduling appointments, maintaining records, managing intake paperwork, processing payments, and ensuring confidentiality and compliance with HIPAA standards. The coordinator supports communication between departments, assists with data entry, prepares reports, and helps ensure that the centers administrative systems run efficiently.

This role also contributes to program logistics and provides excellent customer service that reflects the organizations mission and values.

Essential Functions:

Receive referrals and coordinate with families to schedule tours and intakes and communication for all programs.

Manage intake and administrative documentation, ensuring accuracy, organization, and confidentiality.

Provide billing support, assisting with attendance tracking.

Maintain office systems and supplies, ensuring an organized and professional environment.

Support clinical and program staff with documentation, forms, and communication needs.

Handle phone calls, emails, and front desk inquiries in a professional and compassionate manner.

Assist with data collection and reporting for program and administrative purposes.

Promote a positive, welcoming, and trauma-informed environment for clients, families, and staff.

Qualifications

Education:

High School Diploma or equivalent with 2 years of administrative experience. Associates degree preferred.

Experience:

Prior experience in a behavioral health, clinical, or social services setting strongly preferred. Excellent organizational, time management, and communication skills. Proficiency in Microsoft Office Suite and experience with electronic health record (EHR) systems or scheduling software. Strong attention to detail and ability to maintain confidentiality. Professional, compassionate, and client-focused demeanor.

Schedule & Compensation:

Part-time position; hours based on programming and administrative needs. After school Program: 4:00 PM 8:00 PM Summer Program: 9:30 AM 3:30 PM Compensation:
Commensurate with experience.
recblid pzvlnsnzkgm