Addiction Recovery Center: Admissions and Marketing Coordinator

Balance House is a 4-phase, year-long continuum of care aimed at helping young adult men recover from substance abuse and mental health issues. We are an owner-operated [no private equity], values-driven company; our mission is to help our clients build lives of integrity, meaning, and independence. Our philosophy is non-prescriptive, non-punitive, collaborative, and relational. Almost no one likes being told what to do, and our clients are no exception; we establish relationships of love and trust with our clients, then leverage it to create constructive, life-positive momentum in their lives.

A person can spend their entire life either defending who they are, or becoming who they want to be—we help our clients to move from the former group to the latter. Honesty, personal accountability, and values-congruent behavior are indispensable components of the Balance House ethos for both clients *and* staff, but so is the ability to make (and take) a joke—we believe that if you aren’t having fun, you aren’t taking life seriously enough.

More information about our program can be found at https://balancehouse.com/.

Admissions & Development Coordinator

Department: Admissions & Business Development

Reports To: Director of Admissions & Chief Development Officer

Employment Type: Full-Time

Position Summary:

The Admissions & Development Coordinator at Balance House provides administrative, operational, and organizational support to the Director of Admissions and Chief Development Officer. This role is responsible for helping maintain an efficient admissions process, coordinating intake logistics, maintaining accurate records and systems, and assisting with marketing and business development initiatives.

The ideal candidate is highly organized, detail-oriented, and proactive. This position is designed for someone who excels at creating structure, improving processes, and ensuring a seamless experience for prospective clients, families, referral partners, and internal teams at Balance House.

Admissions Support:

• Assist the Director of Admissions with follow-up communication with prospective leads from website or admissions line to schedule admissions calls.
• Assist the Director of Admissions with calendar management, scheduling prospective family calls, and ensuring timely follow-up on tasks and priorities.
• Coordinate intake logistics with the internal team.
• Gather, organize, and maintain intake documentation and records.
• Assist with insurance verifications.
• Complete intakes with admitting clients and ensure clients are met with warmth and understanding throughout the process.
• Collect and obtain signatures on required admissions paperwork, clinical records, releases of information, and enrollment documents.
• Complete client chart audits and ensure documentation compliance for licensing and internal reviews.
• Create and maintain admissions resources, schedules, and informational materials for families and referents.
• Support communication between admissions, clinical, and operations teams regarding incoming clients.

Systems & Administrative Tasks:

• Assist with development and maintenance of an accessible CRM.
• Track referral activity, admissions activity, and relationship history.
• Assist leadership in improving systems, workflows, and organizational processes.
• Monitor department email accounts and assist with communication follow-up.
• Coordinate calendars, meetings, and scheduling for leadership.

Business Development Support:

• Support the Chief Development Officer with referral partner tracking, relationship management, and outreach coordination.
• Schedule meetings, tours, and visits with referral partners and professional contacts.
• Coordinate airfare, hotels, and events for visiting partners.
• Coordinate thank-you notes, gifts, and follow-up communications to referral partners.
• Prepare tour materials, gifts, and any dietary needs for touring professionals.

Marketing Support:

• Assist with updating and maintaining marketing materials, brochures, presentations, referral packets, and one-sheets.
• Utilize graphic design knowledge to help redesign and improve marketing materials and branded resources.
• Support website updates, social media scheduling, and marketing projects as assigned.
• Manage the writing and editing of company newsletter and daily company update email.
• Maintain organization of digital marketing assets and materials.

Conference & Event Support:

• Assist with conference registrations, travel arrangements, and event logistics.
• Coordinate promotional materials, merchandise, and event supplies.
• Support conference preparation and post-event follow-up.
• Assist with trainings, CEUs, networking events, and referral partner visits.

Qualifications:

Required:

• High school diploma or equivalent.
• Strong organizational, communication, and customer service skills.
• Proficiency with Microsoft Office, Google Workspace, and database systems.
• Ability to manage multiple projects while maintaining attention to detail.

Preferred:

• Associate or bachelor's degree.
• Experience in healthcare administration, admissions coordination, customer service, or administrative support.
• Experience with insurance verification or healthcare documentation.
• Familiarity with CRM systems and data management.
• Graphic design experience utilizing Canva, Adobe Creative Suite, PowerPoint, or similar design software.
• Event planning or coordination experience.

Pay: $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching

Application Question(s):

• The Utah Department of Human Services (DHS) requires all employees to undergo a background check. Will you consent to a pre-employment background screening?

License/Certification:

• driver's license (Required)

Work Location: In person