We are a small, specialized mental health and substance use disorder practice seeking a highly organized and professional Administrative Coordinator to support our team. This role is designed to ensure that the independent forensic medical evaluation and admissions processes run smoothly, efficiently, and with exceptional client care. We treat high functioning medical professionals and expect a standard of care.

Although this position is primarily administrative, our small-practice environment means that roles can sometimes overlap. Depending on your education, skill set, and professional goals, there may be opportunities to support certain clinical-adjacent tasks or grow into a hybrid role over time. This position is an excellent fit for someone pursuing studies in the mental health field and in recovery themselves who wants meaningful exposure to clinical operations while building strong administrative and coordination skills.

Key Responsibilities

Administrative Coordination

Implement and maintain administrative systems, procedures, and workflows to support evaluation and intake operations.

Track evaluation timelines, manage documentation, and ensure all required materials are completed accurately and on time.

Prepare, organize, and maintain reports, client files, and administrative records with a high level of confidentiality.

Cross-train and provide administrative support for new patient inquiries, intake procedures, and general office functions.

Client & Provider Communication

Serve as the administrative point of contact for clients, third-party providers, and State Physician Health Programs.

Communicate professionally and promptly to ensure a seamless, supportive experience for participants in the evaluation process.

Support clients through the logistical aspects of their evaluation, providing clear information and timely follow-up.

Compliance & Quality Assurance

Review charts for accuracy and compliance with internal policies, external guidelines, and regulatory expectations.

Follow standardized guidelines at all times and help identify opportunities to improve workflow and documentation processes.

Case Management Support (Administrative)

Manage the administrative aspects of each case from first contact through completion of the evaluation process.

Monitor progress, follow up on outstanding items, and support smooth transitions between evaluation steps.

Adaptability & Collaboration

Work closely with a small team, adapting to shifting priorities and supporting the practice’s changing needs.

Participate in ongoing improvements to administrative processes, communication systems, and client experience.

Required Skills & Qualifications

Strong administrative, organizational, and time-management skills.

Excellent written and verbal communication.

Experience with electronic health records (EHR) or similar documentation systems preferred.

Ability to manage multi-step processes with accuracy and follow-through.

Proficiency in computer systems, including Microsoft Office or Google Workspace.

Friendly, professional, and client-centered approach.

Interest in behavioral health or substance use disorder treatment settings is a plus.

Why This Role May Be a Good Fit

Ideal for someone pursuing or beginning studies in mental health and in recovery who wants hands-on exposure to a clinical environment.

Opportunities to learn evaluation processes, collaborate with clinical staff, and gain insight into behavioral health workflows.

Because we are a very small and collaborative practice, responsibilities can grow based on your expertise, initiative, and professional development—potentially including limited clinical-adjacent duties over time.