Administrative Assistant

JOB SUMMARY

Under the direction of the Office Manager, Supervisor, and/or Program Director, the Hybrid Administrative & Care Coordination Specialist provides administrative support, Enhanced Care Management (ECM) services, and Substance Use Disorder (SUD) direct services to youth and families. This role functions as a key member of the interdisciplinary care team, supporting program operations while delivering trauma-informed, harm-reduction-based, and client-centered services. The position requires strong organizational skills, professionalism, confidentiality, and the ability to work collaboratively across programs to ensure high-quality service delivery.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative & Office Support

• Provide front office coverage, placement phone calls, transportation coordination, and support to youth and families
• Prepare, compile, enter, verify, and maintain client and program data across systems and files
• Review documentation for accuracy and completeness; resolve discrepancies per standard procedures
• Maintain confidentiality and compliance with all applicable privacy and documentation standards
• Secure records, perform data backups, and assist with system updates or changes
• Support daily office operations, calendars, scheduling, and coordination with internal and external partners
• Demonstrate dependability, punctuality, professionalism, and adherence to agency policies and code of conduct Enhanced Care Management (ECM) Services
• Conduct outreach, engagement, and needs assessments across physical health, mental health, SUD, housing, social supports, and wellness
• Develop, implement, and update Individual Care Plans / Health Action Plans
• Coordinate and advocate for client access to medical, behavioral health, and social services
• Provide services in office, community, telehealth, or field-based settings, including home visits
• Utilize evidence-based practices including Motivational Interviewing, Harm Reduction, and Trauma-Informed Care
• Support transitional care planning and interdisciplinary collaboration
• Accompany clients to appointments as appropriate
• Complete documentation accurately and within required timeframes
• Participate in team meetings, supervision, and required trainings Substance Use Disorder (SUD) Direct Services
• Provide group and individual SUD services to youth ages 12-24
• Maintain fidelity to approved SUD curricula and models under program supervision
• Facilitate harm-reduction education and distribute supplies (e.g., Narcan, test strips, wellness kits)
• Support youth engagement in ECM, mental health, medication-assisted treatment (MAT), or other care pathways
• Collaborate with clinical, mental health, and care management teams to ensure warm handoffs and continuity of care Program & Site Operations
• Support coordination of daily operations for program and drop-in spaces
• Manage schedules, calendars, and space usage for groups, services, and staff
• Ensure supplies and materials are stocked, stored safely, and tracked
• Assist with program tracking, benchmarks, and implementation support
• Contribute to youth-centered activities, feedback processes, and advisory efforts

KNOWLEDGE, SKILLS & ABILITIES

• Strong organizational, data entry, and attention-to-detail skills
• Ability to manage competing priorities and work independently with minimal supervision
• Excellent written, verbal, and interpersonal communication skills
• Experience with EMR/EHR or care management software
• Cultural humility and ability to work effectively with diverse populations
• Professional judgment, active listening skills, and clear boundary-setting
• Flexibility in handling changing priorities and crisis situations
• Commitment to teamwork, professionalism, and ethical conduct

EDUCATION & EXPERIENCE

• High school diploma or GED required
• Bachelor's degree in social work, public health, behavioral health, or related field preferred
• Minimum 2 years of relevant experience in administrative support, care coordination, SUD, youth services, or related fields
• Experience working with youth and families strongly preferred

ADDITIONAL REQUIREMENTS

• Ability to work flexible hours, including occasional evenings or weekends
• Ability to complete required onboarding, training, and certifications
• Must pass DOJ/FBI background check
• Bilingual (Spanish/English) preferred but not required

Pay:

$20.00 - $25.00 per hour

Benefits:

401(k) Dental insurance Health insurance Paid time off Parental leave Vision insurance

Work Location:

In person