Medical Office Intake & Administrative Coordinator

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance
  
  
  

About the Role:

Ellie Mental Health - Alexandria is a private mental health clinic. We provide therapy to individuals, families, and couples. The Intake & Administrative Coordinator will serve as the first point of contact for participants and visitors, playing a key role in creating a welcoming and efficient experience. Reporting to the Clinic Director, the Coordinator will manage intake procedures, maintain participant records, manage patient account balances, and support overall administrative functions. This role is essential in creating a positive and organized environment that supports our mission and enhances service delivery to returning citizens.

Responsibilities -

Intake Coordination:

• Serve as the initial point of contact for participants entering our programs.
• Conduct intake assessments and collect relevant documentation from new participants.
• Maintain accurate, up-to-date records in the client management system and assist with data entry and reporting as needed.
• Coordinate referrals to internal and external services, including job training, counseling, and basic needs support.
  
  
  

Administrative Support:

• Manage daily front desk operations, including answering phones, managing calendars, and scheduling appointments.
• Organize and maintain electronic and paper files for clients, programs, and administrative operations.
• Assist in preparing meeting agendas, minutes, and correspondence.
  
  
  

Office Operations:

• Monitor and order office supplies and maintain inventory.
• Coordinate facility needs and liaise with vendors and contractors as needed.
• Support compliance with organizational policies related to documentation, confidentiality, and security.
  
  
  

Collaboration & Communication:

• Work closely with case managers and leadership to ensure smooth client transitions and effective service delivery.
• Maintain strong communication with all departments and uphold a participant-first approach.
• Support special projects as assigned by the Chief Administrative Officer or Executive Director.
  
  
  

Requirements:

• Have 2–4 years of relevant experience in office administration, customer service, or social services.
• Excellent communication and interpersonal skills to engage with clients effectively.
• Strong organizational skills with attention to detail and accuracy.
• Proficient in Microsoft Office Suite and experience with electronic health records.
• Ability to multitask and thrive in a fast-paced environment.
• Compassionate demeanor and a passion for mental health care.
• Prior experience in patient intake or administrative roles is a plus.
• Knowledge of HIPAA regulations and patient confidentiality practices.
  
  
  

About Us:

Ellie Mental Health - Alexandria has been serving the Alexandria community with exceptional mental health services for a few years. Our clients love us for our compassionate approach, and our employees appreciate the supportive work culture that encourages growth and collaboration. Join our team and make a difference in the lives of those we serve!

Flexible work from home options available.