Administrative Assistant/Intake Coordinator Full Time

Serenity Behavioral Health Services is seeking a compassionate, organized, and detail-oriented Administrative Assistant/Intake Coordinator. As an administrative assistant, you will support the daily operations of the leadership team by performing a variety of duties as requested. As an intake coordinator, you will serve as the first point of contact for clients seeking behavioral health services. This role is responsible for supporting client intake processes, scheduling appointments, maintaining confidential records, verifying insurance information, and providing exceptional customer service in a professional and supportive environment.

The ideal candidate demonstrates strong communication skills, empathy, professionalism, and the ability to multitask in a fast-paced healthcare setting while maintaining HIPAA compliance and client confidentiality.

Key Responsibilities

Administrative Duties

• Provide support to the leadership team when requested
• Work with vendors and staff at multiple locations as needed
• Help with event planning and staff trainings
• Coordinate with maintenance contractors on location when needed
• Help with setting up and moving offices when needed
• Review the mail each day and deposit checks when needed
• Help with employee documentation in employee software

Intake Coordination Duties

• Answer and direct incoming phone calls, texts, and email inquiries professionally
• Schedule, confirm, and manage client appointments
• Maintain accurate client files and electronic health records (EHR)
• Assist with office correspondence, forms, reports, and general administrative support
• Explain intake paperwork, consent forms, and office policies to new clients
• Verify insurance eligibility and obtain necessary authorizations
• Coordinate new client referrals and assign appointments appropriately
• Maintain accurate documentation of intake communications and follow-up activities
• Ensure all client information is entered accurately into the EHR system
• Communicate effectively with clients, providers, insurance companies, and referral sources

Qualifications

• High school diploma or GED required; associate degree preferred
• Minimum 1–2 years of administrative or healthcare office experience preferred
• Experience in behavioral health, medical office, or social services setting preferred
• Knowledge of HIPAA regulations and confidentiality standards
• Strong organizational, multitasking, and time management skills
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office and electronic health record systems
• Ability to handle sensitive situations with professionalism and empathy

Preferred Skills

• Insurance verification and prior authorization experience
• Customer service experience in healthcare settings
• Familiarity with behavioral health terminology and community resources

Work Environment

• Professional behavioral health office setting
• Fast-paced environment requiring attention to detail and compassion
• Team-oriented atmosphere focused on client care and wellness

Benefits

• 401(k) program
• Health/dental/vision insurances
• Voluntary short-term disability insurance
• Company-paid long-term disability insurance
• Company-paid life insurance
• Voluntary supplemental insurances
• Paid Time Off (PTO)
• Paid holidays

Serenity Behavioral Health Services takes pride in our all-inclusive practice; welcoming everyone with respect to race, religion, culture, age, gender, sexual orientation, gender identity, and socioeconomic status. We provide quality mental health counseling to children, adolescents and adults struggling with depression, anxiety, relationship distress and trauma. We specialize in providing services to our LGBTQ+ community, deaf and hard of hearing community, and those in AOD recovery.

To learn more about our practice, please visit our website at: www.serenity-bhs.org.

Serenity Behavioral Health Services is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills, and experiences within our workforce.