Administrative Assistant

Responsibilities

• Coordinate and process FMLA and Short-Term Disability (STD) documentation for patients, ensuring forms are completed accurately, submitted timely, and tracked through completion to support continuity of care.
• Serve as the primary point of contact for patients regarding leave-of-absence paperwork, providing guidance on required forms, employer requirements, deadlines, and documentation needs.
• Support patient retention in treatment by proactively identifying and addressing administrative barriers that may impact a patient's ability to remain engaged in care.
• Maintain confidentiality and compliance with HIPAA and organizational policies while handling sensitive patient and employment-related information.
• Provide clerical and administrative support to Recovery Services staff, including document management, scheduling, data entry, correspondence, and other office functions that promote efficient daily operations.
• Maintain accurate patient records and documentation related to FMLA/STD within electronic health record and tracking systems.
• Create and maintain a welcoming, professional, and hospitable reception environment for patients, visitors, and staff, reflecting the organization's commitment to exceptional customer service.
• Answer incoming calls, greet visitors, and respond to inquiries in a compassionate, professional, and service-oriented manner.
• Identify opportunities to improve workflow efficiency and patient experience within the FMLA/STD process and administrative operations.

Qualifications

Required

• Proficient computer skills in Microsoft Office applications (including Outlook, Excel, Word, Power Point, Visio)
• 1-3 years’ related administrative experience
• Proven ability to schedule and host virtual meetings (such as WebEx)
• Proven ability to work independently, prioritize workload, and balance heavy workload while managing frequent interruptions
• Demonstrated interpersonal skills (such as greeting visitors, answering and routing phone calls, coordinating work activities with staff etc.)
• Must satisfactorily pass a state/license specific background check

Preferred

• Vocational or technical training (2 years or more)
• Prior experience with scheduling for healthcare
• Bachelor’s degree
• Advanced skill in Microsoft Office applications

Overview

The Hazelden Betty Ford Foundation is the largest nonprofit addiction recovery organization in the United States. It is also one of the most mission-driven places you will find. The Hazelden Betty Ford Foundation team is passionate about providing hope and ultimately healing. As a living, growing and evolving institution, the Hazelden Betty Ford Foundation is – at our core- a people-powered organization. Hazelden Betty Ford Foundation is comprised of 1600+ employees, seventeen treatment sites and produces $190 million dollars in annual revenue. This exemplary organization serves nearly 25,000 people annually and is committed to provide hope and healing for those experiencing addiction to alcohol and other drugs.

What makes this organization unique is its total ecosystem approach to prevention, education, research, advocacy and treatment. All of the parts of the organization work together to inform, develop and deliver evidence- based practices that help people reclaim their futures and restore their hope.

Being “a best place to work” is a strategic goal of Hazelden Betty Ford Foundation and it’s a goal that every employee plays an active role in helping to achieve. Our culture is a reflection of how encouraged and energized we each feel about contributing our ideas and performing to our greatest ability. Join us and do meaningful work.

We deeply value our employees. Working at Hazelden Betty Ford Foundation includes a comprehensive benefits package, including:

• Competitive Health, Dental and Vision Plans
• Retirement savings plan with employer match
• Paid time-off
• Tuition reimbursement

The Hazelden Betty Ford Foundation is proud to be an equal opportunity and affirmative action employer. We believe that diversity and inclusion among our colleagues is critical to our success as a force of healing and hope for individuals, families and communities affected by addiction to alcohol and other drugs; and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.

Salary new (max and min)

USD $20.00 - USD $28.36 /Hr.

Required

• Proficient computer skills in Microsoft Office applications (including Outlook, Excel, Word, Power Point, Visio)
• 1-3 years’ related administrative experience
• Proven ability to schedule and host virtual meetings (such as WebEx)
• Proven ability to work independently, prioritize workload, and balance heavy workload while managing frequent interruptions
• Demonstrated interpersonal skills (such as greeting visitors, answering and routing phone calls, coordinating work activities with staff etc.)
• Must satisfactorily pass a state/license specific background check

Preferred

• Vocational or technical training (2 years or more)
• Prior experience with scheduling for healthcare
• Bachelor’s degree
• Advanced skill in Microsoft Office applications
• Coordinate and process FMLA and Short-Term Disability (STD) documentation for patients, ensuring forms are completed accurately, submitted timely, and tracked through completion to support continuity of care.
• Serve as the primary point of contact for patients regarding leave-of-absence paperwork, providing guidance on required forms, employer requirements, deadlines, and documentation needs.
• Support patient retention in treatment by proactively identifying and addressing administrative barriers that may impact a patient's ability to remain engaged in care.
• Maintain confidentiality and compliance with HIPAA and organizational policies while handling sensitive patient and employment-related information.
• Provide clerical and administrative support to Recovery Services staff, including document management, scheduling, data entry, correspondence, and other office functions that promote efficient daily operations.
• Maintain accurate patient records and documentation related to FMLA/STD within electronic health record and tracking systems.
• Create and maintain a welcoming, professional, and hospitable reception environment for patients, visitors, and staff, reflecting the organization's commitment to exceptional customer service.
• Answer incoming calls, greet visitors, and respond to inquiries in a compassionate, professional, and service-oriented manner.
• Identify opportunities to improve workflow efficiency and patient experience within the FMLA/STD process and administrative operations.