Administrative Coordinator

Wedgwood Christian Services; Grand Rapids (MI); On-site; USD 22,000 - 32,000; Full time

Benefits offered by this job

403(b) retirement plan

Medical plans

Paid holidays

Life insurance

Tuition assistance

Job summary

Wedgwood Christian Services in Grand Rapids, MI is seeking an Administrative Coordinator to oversee centralized scheduling and provide administrative support for the Integrated Counseling Services department.

The role requires organization, empathy, and strong communication to ensure smooth operations, client service, and compliance with privacy regulations. A 40-hour schedule Monday-Thursday 8:30am-7pm and Friday 8:30am-5pm with two evenings required.

Qualifications

• Associate’s or Bachelor’s degree in a human services area preferred but not required.
• At least 1 year of experience in human services; prior agency work preferred.
• Excellent verbal and written communication skills.

Responsibilities

• Greet clients/visitors at the Bouma Counseling Center front desk.
• Support check-in for counseling and psychiatry appointments, update demographics, collect payments, sign forms.
• Maintain a professional, clean, organized office environment.
• Schedule initial and follow-up appointments; reschedule as needed.
• Respond to referrals and monitor intake follow-up queue daily.

Skills

Verbal & written communication

Empathy

Organizational skills

Initiative

Problem-solving

Teamwork

Data entry

Attention to detail

Education

Associate’s or Bachelor’s degree in human services

Tools

Email systems

Database systems

Calendars

Job description

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The Administrative Coordinator is responsible for the centralized scheduling and administrative support of the Integrated Counseling Services department.

RESPONSIBILITIES:

• Greet clients/visitors checking in at the front desk at the Bouma Counseling Center.
• Support clients through the check-in process for both counseling and psychiatry appointments (updating client demographic information, collecting payments, obtaining client/guardian signatures on unsigned intake and annual forms and other unsigned documents).
• Ensure the office environment is maintained in a professional, clean, and organized manner.
• Schedule initial appointments, follow-up appointments and call families to reschedule appointments for counseling.
• Promptly responding to all referrals and requests for services and monitoring the follow up queue daily for the consistent scheduling of intakes.
• Review and confirm insurance eligibility, benefits and out of pocket responsibilities, copays, and deductibles.
• Answer telephone calls coming into the office; forward calls to the appropriate party; record and distribute messages as needed; retrieve voicemail messages and respond as needed.
• Promptly respond to internal and external communication and requests, providing information about our programs and services offered.
• Ensure the highest level of customer service is provided to clients, addressing inquiries, scheduling appointments, processing records requests, and resolving issues efficiently while maintaining confidentiality and compliance with HIPAA and other regulatory standards.
• Send routine and customized letters to clients.
• Process faxes for the department and monitor all incoming faxes, routing to the appropriate party as needed.
• Complete administrative duties assigned by supervisor for various community program supervisors, including, but not limited to, data entry, phone calls, preparing treatment/marketing materials, etc.
• Maintain all counseling records for clients including the filing of documents within the EMR and timely recording of external records.
• Maintain accurate caseloads for clinicians, updating for intakes, discharges, and changes to utilization of services.
• Complete daily mail runs for the department.
• Regular participation in supervision meetings and team meetings for the sharing of ideas, feedback, and department planning.
• Set up interpreter services for families as needed.
• Please note that due to the evolving nature of the field some of these tasks may change and program managers have the discretion to adjust the duties of the role to meet the needs of the departments.
• Regular, predictable, and reliable attendance is an essential function of this position. The employee must maintain a consistent work schedule and be available during the assigned hours to perform the duties of this role.
• Other duties as assigned.

QUALIFICATIONS:

• Associate’s or Bachelor’s degree in a human services area is preferred, but not required.
• At least 1 year of experience working in the human services field. Prior experience within a human service agency preferred.
• Excellent verbal and written communication skills
• The ability to demonstrate concern and empathy while setting appropriate limits. A commitment to providing excellent services to clients.
• Strong organizational skills with accuracy and attention to detail.
• Initiative to identify emerging needs and flexibility to address new needs as they arise.
• The ability to demonstrate sound judgment, calm demeanor, and problem-solving in new or challenging situations.
• A high level of interest in gaining extensive knowledge of Wedgwood's Community services and
• A commitment to identify the best services for the needs of each individual/family.
• Must possess the ability to work well within an interdisciplinary team.
• Necessary computer-based skills including the ability to set up and maintain email systems, data base systems, file sharing systems, and calendars.
• Subscription to the Statement of Faith of Wedgwood Christian Services and agreement with the goal, purpose, and objectives of the agency.

HOURS OF WORK:

40 hour set schedule between office hours of Monday-Thursday: 8:30am-7pm and Friday: 8:30am-5pm. 2 evenings required per week.

Compensation: $19.50 per hour

BENEFITS:

• 403(b) retirement plan with employer match
• Medical Plans with great coverage options
• Free supplemental virtual PCP care with medical plan
• Flexible Spending Accounts
• Health Savings Accounts
• Dental and Vision plans
• Legal insurance
• A Locally Partnered Employee Assistance Program
• Competitive paid time off
• Federal Student Loan Forgiveness through PSLF
• Paid Holidays
• We also offer a variety of employer paid benefits for full time staff
• Short term disability
• Long term disability
• Life insurance up to 2x your annual salary
• No-cost, employer paid training and re-certification provided to staff
• Wedgwood has full gymnasium and state-of-the art 24-hour wellness center filled with a wide variety of workout equipment, available to staff at no cost.
• Walking trail that leads around the beautiful campus.
• Through community partnerships, Wedgwood employees and in some cases family members, are eligible for application and tuition fee discounts for several local colleges and universities.

Wedgwood Christian Services

Since 1960, Wedgwood Christian Services has been dedicated to aggressively taking on the toughest problems facing children and families through residential care, counseling services, and community programs. Our goal is to support and help restore the physical, social, intellectual, emotional and spiritual well-being of children, adults, and families in our community.

Wedgwood is a local West Michigan agency, with offices bordering the coast of the beautiful Lake Michigan. Our main office is headquartered in Grand Rapids, Michigan, ranked in the top tier of the Best Places to Live in America according to Business Insider.
Mission: Wedgwood Christian Services extends God's love to youth, adults, and families through professional counseling and educational services.
Core Values: Integrity, Compassion, Excellence, and Diversity