Administrative Coordinator

Gaudenzia, Inc.; Bristol Township (Bucks County); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

On‑the‑job Training

Upward mobility

Educational assistance

Job summary

Gaudenzia, Inc. in Bucks County, PA is seeking an experienced administrative professional to support program operations and client services. You will manage records, scheduling, communications, and data entry with discretion and accuracy.

The role requires strong clerical skills, the ability to work with diverse teams and external agencies, and a minimum of 5 years in an office setting. A High School Diploma or GED is required, with Associate’s Degree preferred; benefits include training and

Qualifications

• Education: High School Diploma or GED; Associate’s Degree preferred
• Experience: At least 5 years of administrative experience in an office environment
• Knowledge of office and clerical functions
• Knowledge of Microsoft Word and Excel
• Knowledge of system reporting and file maintenance
• Knowledge of project management with the ability to work independently
• Excellent customer service and telephone etiquette
• Ability to communicate effectively verbally and in writing
• Ability to establish and maintain effective working relationships with clients, other staff members, outside agencies/institutions, and the general public
• Ability to work successfully with others from various cultures and backgrounds
• Ability to perform math and basic accounting
• Ability to plan and organize work and prepare appropriate reports

Responsibilities

• Treat all clients and staff with dignity and respect
• Supervise the maintenance of both program and client electronic and paper files in a confidential environment and in accordance with state and federal regulations
• Collect monies owed to the facility, including co‑pays, script fees, and payer checks
• Prepare reports as required by the Program Director or designee
• Ensure maintenance of a current, organized database, filing, and reporting systems
• Maintain an organized, accurate system to record, receive, and disburse client funds, valuables, and facility funds as needed
• Maintain contact with appropriate community resources needed to facilitate care coordination
• Implement internal and external communication and reporting systems to facilitate thorough communications with program staff, regional office, funding and governmental agencies, and other community resources
• Greet facility visitors and screen clients returning to the facility, if needed
• Answer phone calls and check facility voicemail daily
• Aid in the completion of IT and maintenance tickets to resolve facility issues
• Aid in facility incident, acquisition, check requests, and other submissions/postings on SharePoint
• Participate in and record minutes from administrative meetings and other facility meetings as assigned
• Sort, distribute, and prepare facility correspondence, and deliver faxes to appropriate persons
• Maintain facility supply inventory, order new supplies, and coordinate equipment repairs as needed
• Provide administrative support and other duties as assigned by the Program Director or designee

Skills

Customer service

Verbal and written communication

Microsoft Word

Microsoft Excel

Office and clerical functions

Record keeping and reporting

Project management

Independence

Interpersonal relationships

Mathematics / basic accounting

Planning and organizing

Education

High School Diploma or GED

Associate’s Degree preferred

Tools

Microsoft Word

Microsoft Excel

SharePoint

Job description

About Us

We need hope‑bringers and changemakers because the work we do matters. Join a team that shows up for each other as much as we show up for our clients. At Gaudenzia, your purpose fuels progress—for yourself and others.

Mission

Gaudenzia’s Mission is to promote long‑term recovery by providing comprehensive treatment and support to people with substance use disorder, co‑occurring mental health disorders, and related conditions, regardless of individual circumstances.

Qualifications

• Education: High School Diploma or GED; Associate’s Degree preferred
• Experience: At least 5 years of administrative experience in an office environment
• Knowledge of office and clerical functions
• Knowledge of Microsoft Word and Excel
• Knowledge of system reporting and file maintenance
• Knowledge of project management with the ability to work independently
• Excellent customer service and telephone etiquette
• Ability to communicate effectively verbally and in writing
• Ability to establish and maintain effective working relationships with clients, other staff members, outside agencies/institutions, and the general public
• Ability to work successfully with others from various cultures and backgrounds
• Ability to perform math and basic accounting
• Ability to plan and organize work and prepare appropriate reports

Responsibilities

• Treat all clients and staff with dignity and respect
• Supervise the maintenance of both program and client electronic and paper files in a confidential environment and in accordance with state and federal regulations
• Collect monies owed to the facility, including co‑pays, script fees, and payer checks
• Prepare reports as required by the Program Director or designee
• Ensure maintenance of a current, organized database, filing, and reporting systems
• Maintain an organized, accurate system to record, receive, and disburse client funds, valuables, and facility funds as needed
• Maintain contact with appropriate community resources needed to facilitate care coordination
• Implement internal and external communication and reporting systems to facilitate thorough communications with program staff, regional office, funding and governmental agencies, and other community resources
• Greet facility visitors and screen clients returning to the facility, if needed
• Answer phone calls and check facility voicemail daily
• Aid in the completion of IT and maintenance tickets to resolve facility issues
• Aid in facility incident, acquisition, check requests, and other submissions/postings on SharePoint
• Participate in and record minutes from administrative meetings and other facility meetings as assigned
• Sort, distribute, and prepare facility correspondence, and deliver faxes to appropriate persons
• Maintain facility supply inventory, order new supplies, and coordinate equipment repairs as needed
• Provide administrative support and other duties as assigned by the Program Director or designee

Benefits

Competitive Pay; Excellent Benefits; On‑the‑job Training; Upward mobility; Educational assistance to help you grow with us in this life‑saving field.

For additional details regarding our benefits, please visit: https://www.gaudenzia.org/careers/

Operating Principles

• We hold client care as our top priority
• We assume good intentions
• We are present, we connect, and we communicate with transparency, dignity, and respect
• We make data‑driven decisions with courage, challenge the status quo, and find innovative ways to grow Gaudenzia and each other
• We support each other publicly and privately in all circumstances
• We provide and accept constructive, honest, respectful, and timely feedback with an open mind and without personalization
• We operate with integrity, focus on outcomes, and have a bias for action
• We follow through on agreements and honor commitments prioritized with a sense of urgency—someone’s life may depend on it

Equal Employment Opportunity Statement

Our Agency is committed to the principles of equal employment. We believe in fostering a positive work environment in which every employee is treated with respect. Our staff hiring and recruitment practices are grounded in fairness, transparency, and merit. All employment decisions are based on job‑related qualifications, relevant skills, experience, and alignment with our mission and values. We actively recruit from a broad range of educational and professional backgrounds to attract the most qualified candidates, ensuring equal opportunity for all applicants without preference or discrimination. Our process uses consistent and clear evaluation criteria to support objective decision‑making. By emphasizing accountability, efficiency, and integrity throughout every stage—from job posting to onboarding—we build a workforce defined by excellence, professionalism, and commitment to our shared purpose. Gaudenzia is dedicated to the fulfillment of this policy regarding all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.