Office Coordinator

ShareHouse; Fargo (ND); On-site; USD 21,000 - 30,000; Full time

Benefits offered by this job

Health insurance (100% premium paid by

401(k)

Dental insurance

Flexible spending account

Health savings account

Life insurance

Generous PTO package

Vision insurance

Short term disability

Long term disability

EAP

Pet Insurance

Array of voluntary benefits

9 paid holidays

Job summary

ShareHouse is seeking an Office Coordinator Outpatient to maintain front office operations, coordinate reception, and provide administrative support to staff and clients. This role ensures HIPAA-compliant handling of client charts, processes payments, schedules sessions, and maintains a professional image for the organization.

The position involves coordinating appointments, managing waitlists and rosters, and supporting telehealth and drug screen processes while contributing to a collaborative,

Qualifications

• Associate’s degree in a related field or equivalent experience preferred
• One year of related experience or equivalent combination of education and experience

Responsibilities

• Greet, welcome and assist visitors to provide a welcoming and professional image of the organization (front desk)
• Answer incoming phone calls and route appropriately to ensure efficient information flow
• Create and manage client chart information, electronic and hard copy, using HIPAA standards
• Process credit card information and cash as payment from clients to ensure accuracy
• Create and communicate reports on attendance, client status and rosters
• Manage group and individual session information packets for clients
• Schedule appointments for individuals and groups; ensure staff availability
• Manage group waitlists and rosters
• Run insurance checks and explain coverage and payment options
• Provide reliable attendance and adhere to the schedule
• Order office supplies
• Schedule telehealth assessments and screenings
• Facilitate drug screens as needed

Skills

Customer service

Front desk coordination

HIPAA knowledge

Communication skills

Education

Associate’s degree in a related field

Job description

POSITION TITLE: OFFICE COORDINATOR OUTPATIENT

DEPARTMENT: ADMINISTRATION

FLSA STATUS: NON-EXEMPT

JOB SUMMARY

This position maintains and coordinates the front office and reception activities to ensure effective communications both internally and externally, provides administrative support to staff and clients to ensure maximum utilization of services, and maintains professional image of organization.

SHIFTS

Monday-Friday, daytime hours

REPORTING RELATIONSHIPS

The Office Coordinator does not supervise any positions.

DUTIES & ESSENTIAL JOB FUNCTIONS

• Greet, welcome and assist visitors, to include clients, vendors and guests, to provide welcoming and professional image of organization
• Answer incoming phone calls and route appropriately to ensure efficient and accurate flow of communication and information exchange
• Create and manage client chart information, both electronic and hard copy, using HIPAA standards to ensure confidentiality and accuracy of information
• Process credit card information and cash as payment from clients to ensure accuracy of transaction
• Create and communicate reports to include group attendance, various client status and rosters on an ongoing basis to provide management with accurate information on a timely basis
• Manage and create group and individual session information packets to provide clients with service information and screening tools prior to session
• Schedule appointments for individual and groups sessions to ensure appropriate availability of staff and necessary attendance of clients
• Manage group waitlist and current group rosters
• Run insurance checks and answer clients' questions regarding insurance coverage and payment options to ensure appropriate and prompt payment for services
• Provide and maintain reliable and prompt attendance, with the ability to work the schedule dictated by business necessity
• Order office supplies
• Schedules telehealth phone assessments/screens
• Facilitates urinary analysis screens and breathalyzers
• Ensures there's adequate coverage in all clinics

PERIODIC FUNCTIONS AND RESPONSIBILITIES

• Perform, prepare and package drug screens
• Assist clinical staff with administrative tasks such as filing, typing, correspondence, faxing and copying
• Coordinate, order and distribute office supplies and inventory levels
• Perform other duties as assigned

QUALIFICATIONS

• Associate’s degree in a related field or equivalent experience preferred
  One year of related experience or equivalent combination of education and experience

REQUIRED LICENSES/CERTIFICATES

• May be required to be CPR and First Aid Certified

CULTURE FIT

We’re committed to creating a culture of transparency and psychological safety. That means we communicate directly and kindly, ask for help when we need it, and celebrate wins big and small. Whether you’re in clinical care, admin, or support services you are part of the mission.

At ShareHouse, we’re more than coworkers, we’re collaborators, advocates, and believers in second chances. We serve individuals and families navigating the challenges of addiction and mental health with heart, respect, and resilience. We believe a healthy workplace fuels healthy outcomes, so we focus on connection, communication, and compassion, both in how we serve our clients, and how we treat each other.

YOU’LL THRIVE HERE IF YOU…

• Are mission-driven and motivated by meaningful work
• See change and feedback as opportunities, not obstacles
• Want to grow personally and professionally alongside your peers
• Value teamwork and open communication
• Enjoy working in a collaborative and mission-driven environment
• Bring a positive attitude and help foster a culture of encouragement and respect

CORE VALUES

• Compassion - We lead with empathy and respect
• Integrity - We do the right thing when no one is watching
• Connection - We value belonging, empathy, trust, and mutual understanding

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job with or without reasonable accommodation:

Frequently requires:

• Stooping and bending
• Use of color vision and ability to distinguish colors
• Pushing and pulling, lifting and carrying up to 15 lbs.
• Ability to communicate orally and hear/understand oral communication
• Ability to utilize fine motor skills, reach and grasp

Occasionally requires:

• Standing for up to 1 hour
• Pushing and pulling, lifting and carrying over 15 lbs.

WORK ENVIRONMENT

This position works in an environment with few physical discomforts; may occasionally be exposed to drafts, noise, temperature variations and odors.

BENEFITS

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance (100% premium paid by company)
• Health savings account
• Life insurance
• Generous PTO package
• Vision insurance
• Short term disability
• Long term disability
• EAP
• Pet Insurance
• Array of voluntary benefits
• 9 paid holidays

COMPENSATION

$18.00 + (Depending on experience)

*Compensation for this position is based on several factors, including relevant experience, skills, and qualifications. In addition to base pay, ShareHouse offers a comprehensive total rewards package that includes generous paid time off (PTO), a robust benefits program, a 401(k) match, and more. We also support financial growth through annual merit-based raises.

*This position will remain open until filled and may be taken down at any time without notice.