Administrative Assistant: Family Based Program

Gemma Services; Philadelphia (Philadelphia County); Hybrid; USD 38,000 - 48,000; Full time

Benefits offered by this job

Full medical coverage

8 paid holidays

3+ weeks PTO first year

Referral bonuses

Education assistance

Wellness funds

Job summary

Gemma Services is seeking an Administrative Assistant for the Family Based Program in Southwest Philadelphia. The role supports administrative operations, maintains office compliance, and coordinates referrals and reporting for the FBMHS team.

The position is hybrid, full-time, and requires at least a high school diploma with 2+ years of related experience. A Bachelor's degree and clinical knowledge are preferred.

Qualifications

• High school diploma or equivalent with emphasis in business. A Bachelor's degree is preferred.
• Two+ years of related experience required. Experience in mental/behavioral health is strongly preferred.
• Clinical knowledge is preferred and beneficial for the role.

Responsibilities

• Serves as the receptionist for the program, greets visitors, answers calls, and directs inquiries.
• Maintains a warm and organized waiting area for families and staff.
• Prepares correspondence, meeting minutes, and documents; handles copying, scanning, faxing, and emailing as needed.
• Reviews referrals and assigns to FBMHS teams with FBMHS leadership support.
• Enter referrals into the electronic health record and track service verifications monthly.
• Assist with front desk coverage and support operational tasks for the program.

Skills

Reception duties

Customer service

Office coordination

Communication skills

Data entry

Education

High school diploma

Bachelor's degree preferred

Tools

EHR system

Job description

Administrative Assistant: Family Based Program

Job Category: Family Based Mental Health Services

Requisition Number: ADMIN001301

• Posted : July 24, 2026
• Full-Time

Locations

Showing 1 location

FAMILY BASED ADMINISTRATIVE ASSISTANT IN SOUTHWEST PHILADELPHIA

The Administrative Assistant within Family Based is responsible for supporting the administrative operations of the Family Based Program and managing the office; ensuring compliance with operating policies and procedures and outside regulatory requirements; communicating with appropriate management and employee personnel; providing periodic reports. Interpersonal skills sufficient to interact with sensitivity with patients, families, and external agencies.

The Administrative Assistant will:

• Serves as the Receptionist for the program; greets visitors; answers the telephone and face-to-face requests from staff, families, and external agencies; directs inquiries to appropriate parties.
• Promotes a warm and friendly environment for the children, families, and clinicians; maintains clean, tidy, and comfortable waiting area(s).
• Prepares various correspondence, including monthly Family Surveys, meeting minutes, and other documents as requested, including copying, scanning, faxing, and emailing relevant materials as required.
• Review and process all Family Based referrals, and collaboratively assign to FBS treatment teams, with support from FBMHS leadership.
• Contact families via the process outlined by Admission policy within 24 hours to review services and introduce the FBMHS Treatment Team assigned. Enter the family’s referral information (demographic and clinical) into the electronic health record.
• Reviews clinical documentation on a weekly basis to ensure accuracy to ensure proper payment and billing and works in conjunction with FBMHS leadership and the fiscal department when questions and challenges arise.
• Completes monthly service verifications with clients, families, and other community services
• Completes chart audits on a regular basis to ensure compliance, including initial chart audits, batch reports, and EVS eligibility information.
• Support the Program Director by following up on any outstanding requests, approvals, or tasks needed by the Director or the team to support operational effectiveness of the program.
• Assist with front desk coverage when needed.

Benefits

• full medical insurance coverage at no cost to the employee
• eight (8) paid holidays
• over three (3) weeks of paid time off in the first year
• referral bonuses
• education assistance
• self-care funds for each program to participate in wellness activities

This is a hybrid role: Monday – Friday, full-time position that is based out of our Preheim Center in Southwest Philadelphia.

Experience and Education: A high school diploma or equivalent with an emphasis in business curriculum. Bachelor’s degree preferred. A minimum of two (2) years' related experience required. Experience in the mental and behavioral health field strongly preferred. Clinical knowledge preferred.

Qualifications

Skills

Behaviors

Motivations

Education

Required

High School or better.

Experience

Licenses & Certifications

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.