Administrative & Intake Coordinator

Position Overview

Beyond Healing Counseling & Consultation (BHCC) is seeking a detail-oriented, reliable Administrative & Intake Coordinator to support the day-to-day administrative and intake operations of our growing mental health practice.

This role is focused on follow-through, organization, and consistency. It is not a receptionist role and not an operations management role. The Coordinator ensures that intake inquiries, insurance follow-ups, scheduling tasks, and administrative requests move forward smoothly and are clearly tracked.

This position is ideal for someone who enjoys completing tasks, keeping systems organized, and making sure nothing falls through the cracks.

Core Responsibilities (Primary Focus)

The Coordinator's primary responsibility is to keep core administrative and intake tasks moving weekly.

Key duties include:

• Responding to and tracking client intake inquiries (non-clinical)
• Sending intake paperwork and following up with prospective clients
• Scheduling and rescheduling appointments as needed
• Making insurance-related calls and documenting outcomes
• Tracking timelines and follow-ups (e.g., authorizations, pending responses)
• Monitoring assigned inboxes and flagging time-sensitive items
• Maintaining accurate task tracking in shared systems
• Providing weekly administrative status summaries (what's completed, in progress, waiting, or needs a decision).

Ideal Candidate Qualities

We are looking for someone who:

• Is highly organized and reliable
• Follows up without being reminded
• Communicates clearly and proactively
• Is comfortable working from task lists and tracking systems
• Can pause and ask clarifying questions when instructions are unclear
• Enjoys creating order and consistency
• Has experience in administrative support, healthcare, or mental health settings (preferred)

Pay: $ $24.99 per hour

Expected hours: 10.0 – 25.0 per week

Benefits:

• Flexible schedule
• Health insurance
• Paid time off

Application Question(s):

• Describe how you keep track of tasks that require follow-up over several days or weeks.
• If you contact an insurance company and are told to wait 14 days for a response, what steps do you take next?
• If you receive a task that is unclear or feels incomplete, what do you do?
• If you are given multiple tasks but do not have enough time to complete everything, how do you handle it?
• How do you typically update your supervisor on the status of ongoing tasks?
• This role includes repeated tasks (intake follow-ups, insurance calls, tracking). Are you comfortable doing similar tasks consistently?
• This role is focused on administrative follow-through and tracking, not operations management or strategy. Does that align with what you're seeking?

Work Location: In person