Office Manager/Admissions Specialist Job – South Portland, ME

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Why You’ll Love This Job

Are you interested in joining a dynamic company that delivers successful in-home treatment to clients with substance use disorder? If you are a caring, compassionate and capable Office Manager who can support a field-based team and meets or exceeds the following, we want to hear from you!

Aware Recovery Care (ARC) offers a holistic approach to treatment and changes the way clients receive care throughout the northeast. ARC is a year-long, home based, addiction treatment program that works collaboratively with a multidisciplinary team to assist clients in their first year of recovery.

POSITION SUMMARY: 
The Office Manager/Admissions Specialist is split between the two departments. For the office manager, one would be responsible for maintaining the day-to-day administrative tasks of Aware Recovery Care required to keep the agency running smoothly. For Admissions, this role involves handling phone inquiries and managing incoming treatment requests through various channels. A comprehensive understanding of Aware Recovery Care’s treatment philosophy, admission processes, and criteria is essential, along with a foundational knowledge of substance use disorders (SUD) and dual diagnosis.

POSITION HIGHLIGHTS:

  • This is a full-time role with an hourly rate of $20-$23 per hour contingent on experience and education. 
    • The position is fully in-office out of our South Portland, Maine agency.

Benefits Highlights
Coverage: Health, vision and dental through Anthem Blue Cross Blue Shield, FSA, HSA that comes with an employer match, along with STD, LTD, life insurance, EAP, and more.
Balance: Competitive front-loaded Paid Time Off (PTO) plan, 8 paid Holidays, 1 paid floating Holiday of your choice, and 1 day off for your birthday.
Development: Certification/continuing education eligibility, leadership development and 1 paid day off a year to go towards personal professional development.
Retirement: 401(k) retirement plan with 50% employer match up to 4%
Culture: Great Place to Work certified #GPTW, dedication to diversity, equity and inclusion, and a growing working environment.

*In order to be eligible for our full benefits package you must be employed full time at a minimum of 32 hours a week*

We’re proud to be a Great Place to Work-Certified™ company!

**Aware Recovery Care is an equal opportunity employer**

Job Duties and Responsibilities

Office Manager:

General office upkeep including but not limited to: 

  • Maintain inventory and ordering supplies 
  • Manage contacts for basic office maintenance and calling for support when necessary 
  • Keeping shared areas organized and tidy 
  • Safety Officer responsibilities, as assigned
  • Scheduling meetings between staff and leadership

Postage/ Mail Distribution: 

  • Ensure correspondence is sent to the necessary recipient in a timely manner 
  • Mailing, faxing, scanning, printing, making copies, etc.  
  • Incoming and outgoing faxes/mail may require upload into a client’s file in the Electronic Health Record (EHR)  
  • Command of stamps.com account and understanding of regular vs certified mail 
  • Shipment of packages as assigned/asked by agency leadership 
  • Support Agency Leadership with designated tasks 

Events and Hospitality 

  • Receive office guests 
  • The Office Manager is responsible for ordering food for various events, such as office lunches, holiday celebrations, and regional meetings. 
  • Perform miscellaneous job-related duties as assigned 

Admissions:

  • Answer incoming calls and respond promptly to requests for information.
  • Collect and input demographic information from potential clients into CRM and EHR systems.
  • Verify insurance coverage and eligibility using an electronic verification system.
  • Assess treatment needs for unqualified leads and connect them with appropriate referrals.
  • Document client characteristics, demographics, and any concerning behaviors.
  • Forward relevant incoming leads to designated Admissions team members streamline the admissions process.
  • Maintain proficiency in CRM and EHR software.
  • Clearly explain service offerings and determine appropriate assessment pathways for clients.
  • Document all communications and actions in relevant platforms.
  • Meet call center metrics, including utilization rate, average handle time, after-call work time, and call volume.

Qualifications

POSITION QUALIFICATIONS: 
Competency Statement(s) 

  • Reliability – The trait of being dependable and trustworthy. 
  • Customer Oriented – The ability to take care of the customers’ needs while following company procedures. 
  • Accountability – The ability to accept responsibility and account for his/her actions. 
  • Ethical – Ability to demonstrate conduct conforming to a set of values and accepted standards. 
  • Friendly – The ability to demonstrate a cheerful demeanor towards others. 
  • Responsibility – Ability to be held accountable or answerable for one’s conduct. 
  • Autonomy – Ability to work independently with minimal supervision. 
  • Initiative – Ability to make decisions or take actions to solve a problem or reach a goal. 
  • Judgment – Ability to form a sound decision using the available information. 
  • Leadership – Ability to influence others to perform their jobs effectively and to be responsible for making decisions. 
  • Management Skills – Ability to direct oneself and effectively supervise others. 
  • Motivation – Ability to inspire oneself and others to reach a goal and/or perform to the best of their ability. 
  • Adaptability – Ability to adapt to change in the workplace. 
  • Analytical Skills – Ability to use thinking and reasoning to solve a problem. 
  • Strategic Planning – Ability to develop a vision for the future and create a culture in which long–range goals can be achieved. 
  • Self-Motivated – Ability to be internally inspired to perform a task to the best of one’s ability using his or her own drive or initiative. 

Key Competencies: Appreciation and respect for principles of diversity, equity, and inclusion. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, etc.) 
 
SKILLS & ABILITY: 
Education: Bachelor’s degree preferred. 
Experience: Minimum of 1 year business office or administrative experience and previous experience setting in behavior health
Computer Skills: Strong Technological capabilities; Computer fundamentals, G-Suite & Microsoft Office Programs 
Systems: Experience with EHR and CRM (Salesforce preferred)
Customer Service: Experience in a call center or related environment handling high volumes of inbound and outbound calls.

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Type: Full Time (Hourly)
Job ID: 144441