Administrative Assistant - Remote

This role will require the applicant being hired to reside in the state of Pennsylvania.

Summary: The Administrative Assistant (Remote) responds to incoming calls and emails, provides program information, and directs inquiries to the appropriate departments. This role verifies and documents client information, supports coordinated communication across teams, and maintains a calm, professional, and confidential approach when assisting individuals and families. 

Essential Duties and Responsibilities:  

• Answer incoming phone calls, emails, and inquiries from families, referral sources, and stakeholders in a professional, compassionate manner. 

• Provide general program information, clarify next steps in the admissions or referral process, and answer questions as appropriate. 

• Review client records to confirm information (e.g., admission status, appointment times, assigned clinician, discharge plans) when authorized. 

• If unable to answer a question directly, identify and connect the caller with the appropriate department or staff member. 

• When necessary, gather accurate information and ensure a timely follow-up call or email with the requested details. 

• Maintain a calm, empathetic, and solutions-focused demeanor, especially in emotionally charged conversations. 

• Document all calls, messages, and follow-ups in the electronic health record (EHR) or customer management system. 

• Ensure accurate logging of contact information, call outcomes, and follow-up actions. 

• Coordinate with internal departments (admissions, clinical, medical, billing, etc.) to ensure consistent communication across the organization. 

• Maintain updated knowledge of programs, services, and points of contact across all service lines. 

• Must exercise discretion and maintain confidentiality with regard to all company information.  

• Completion of all required trainings as designated by the company and accreditation/licensing entities.  

• Other duties as assigned. 

Supervisory Responsibilities 

None 

Required Qualifications 

Education, Licensure, & Experience (All States) 

• High School diploma required. Bachelor’s degree preferred. 

• Experience in administrative functions preferred.  

• Experience within the behavioral healthcare field preferred.  

Job Knowledge, Skills, and Abilities 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Strong verbal and written communication skills; able to interact with empathy and professionalism. 

• Proficient in data entry and able to learn electronic systems quickly. 

• Strong attention to detail, organization, and follow-through in a remote work environment. 

• Ability to manage sensitive information and maintain confidentiality. 

• Works collaboratively with internal teams and adapts to changing needs and priorities. 

Physical Demands  

While performing the duties of this job, the employee is regularly required to sit for extended periods, talk, and hear. The employee must use hands and fingers to operate a computer, keyboard, telephone, and other standard office equipment. Visual acuity is required to perform administrative tasks and use electronic systems (close vision and ability to adjust focus). The employee may occasionally be required to stand, walk, and reach. Minimal lifting (up to 10 pounds) may be required. 

Work Environment  

This position operates in a remote, home-office environment with regular use of standard office equipment such as computers, phones, and headsets. Noise level is generally quiet. Occasional local travel to company facilities or meetings may be required. When visiting a facility, the incumbent may be exposed to communicable diseases, viruses, and/or situations of a sensitive or emotional nature depending on the client population served.  

Compensation  

This position may be subject to state or local wage transparency requirements. Where required by law, a compensation range will be provided. For candidates applying in jurisdictions with such requirements, the applicable range will be disclosed either in this posting or during the interview process. Please note that compensation may vary depending on factors such as geographic location, experience, qualifications, and internal equity. To inquire about the salary range for your specific location, please contact our recruitment team.