Administrative Coordinator

New Leaf Behavioral Health; Raleigh (NC); On-site; USD 25,000 - 36,000; Part time

Job summary

New Leaf Behavioral Health seeks an Administrative Coordinator for late afternoon and early evening hours in Raleigh, NC. The role anchors clinic operations, manages a multi-line phone system, schedules appointments, and ensures accurate documentation and billing workflow.

The ideal candidate is highly organized with strong proofreading and communication skills, capable of collaborating with directors, clinicians, and staff while maintaining confidentiality and professionalism.

Qualifications

• Bachelor's degree or equivalent administrative work experience.
• At least 1 year in an administrative, customer-facing role, medical office experience preferred.
• Proficiency with QuickBooks Online and MS Office; comfortable with standard office technology.

Responsibilities

• Follow and uphold office protocols to ensure seamless clinic operations during evening hours.
• Manage a multi-line phone system and schedule client appointments with clinician calendars.
• Prepare, proofread, and format emails, letters, and documents with strong grammar.
• Maintain physical and digital files and track progress on projects and goals.
• Handle client payments and data entry across multiple databases and software programs.

Skills

Organizational skills

Attention to detail

Data entry

Proofreading

Communication

Problem solving

Team collaboration

Spanish language (bonus)

Education

Bachelor's degree

Tools

QuickBooks Online

MS Office

Windows

Job description

Administrative Coordinator - Late Afternoon/Early Evening.

Location: Raleigh, NC.

Position Type: Part-Time (Late Afternoon/Evening).

Are you a highly organized, tenacious, and detail-oriented professional who takes pride in creating seamless office experiences?

New Leaf Behavioral Health is a non-profit organization dedicated to providing affordable, accessible, and high-quality mental health care to our community. We are seeking a dedicated Administrative Coordinator to anchor our late afternoon and evening operations, ensuring our clinic runs efficiently and our clients receive exceptional care from the moment they reach out to us.

Hours:

• Monday – Thursday: 4:00 PM – 8:00 PM.
• Friday: 2:00 PM – 6:00 PM.

Who You Are:

We are looking for more than just a receptionist; we are seeking a proactive professional who embodies the following core characteristics:

• A Champion of Order: You thrive on maintaining a highly functional and welcoming office environment. You naturally anticipate needs, keep systems organized, and ensure smooth handoffs between daytime and evening operations.
• Relentlessly Tenacious & Detailed: You possess an unwavering commitment to accuracy. Whether you are performing data entry, bookkeeping, or proofreading documents, you have a meticulous eye for detail and take pride in getting things right the first time.
• Proactive Problem Solver: You maintain a polished, professional demeanor and a positive attitude, even when troubleshooting unexpected issues. You navigate challenges with tact, diplomacy, and a great sense of humor.
• Collaborative Team Player: You coordinate seamlessly with directors, clinicians, and other office staff to support organizational goals, willing to jump into different roles—with a smile—whenever required.

Key Responsibilities:

Operational & Administrative Support:

• Follow and uphold office protocols, policies, and procedures to ensure the seamless functioning of the clinic during evening hours.
• Manage a multi-line phone system, answering calls in a courteous, professional manner.
• Schedule client appointments and manage clinician calendars efficiently.
• Prepare, proofread, and format emails, letters, and other documentation with exceptional grammar and quality.
  Maintain physical and digital files, tracking progress on various projects and organizational goals.

Client Experience & Compliance:

• Provide outstanding, compassionate customer service to clients and referring providers, swiftly resolving any issues that arise.
• Strictly maintain and ensure the confidentiality of sensitive health information in accordance with federal and state laws.

Financial Administration & Data Entry:

• Receive, properly document, and process client payments and disbursements.
• Perform accurate bookkeeping entries (utilizing QuickBooks Online) to support the financial administration of the office.
• Conduct internet research and manage efficient, error-free data entry across multiple databases and software systems.

Qualifications:

• Education & Experience: Bachelor's degree or equivalent administrative work experience. At least 1 year of experience in an administrative, customer-facing role (medical office experience highly preferred).
• Technical Proficiency: Comfortable with technology, including phone systems, Windows operating systems, Microsoft Office suite (Word, Excel), and general computer hardware. Familiarity with bookkeeping software (QuickBooks Online) is preferred.
• Skills: Exceptional organizational, multitasking, and time-management abilities. Excellent verbal and written communication skills, including strong proofreading and grammar.
• Mindset: A self-starter mentality with independent judgment, high-level confidentiality, and the ability to prioritize tasks efficiently.
• Bonus: The ability to speak Spanish is a strong plus.