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ADMINISTRATIVE COORDINATOR

Work with great people doing great things! Join Buckelew Programs and play a pivotal role in making a meaningful impact on the lives of individuals facing mental health and substance use challenges in the North Bay.

We are seeking an experienced Administrative Coordinator to join the Rising Recovery Center, a new short-term residential treatment center providing support to individuals experiencing co-occurring substance use and mental health disorders. As the Administrative Coordinator, you will support the day-to-day administrative operations of the center by assisting in the coordination of administrative and clinical activities to ensure smooth program functioning, clear communication, and operational efficiency. You will play a key role in clerical support, billing and fiscal duties, data management, and some limited clinical functions.

Responsibilities:

Administrative & Clerical

Provide general administrative support to the Program Director and other team members.
Manage routine clerical tasks including answering phones, checking voicemail, filing, copying, and drafting basic correspondence and reports.
Coordinate with the Operations Department to maintain office equipment and ensure adequate supplies are available.
Schedule client appointments and assist with intake processes as needed.
Maintain and distribute marketing and program materials, and track materials provided to external partners.

Fiscal & Billing Support

Maintain and monitor data in the WITS billing system; ensure accuracy of client fee collection and generate weekly/monthly reports for the Finance Department.
Ensure timely completion of month-end activities, including petty cash reconciliation, mileage logs, and credit card submissions.
Review monthly billing submissions for accuracy; coordinate with the Director and county staff to address discrepancies or corrections.
Manage processing and documentation of donations (monetary, food, clothing), and coordinate with internal stakeholders.

Database & EHR Management

Oversee assigned areas of the Electronic Health Record (EHR) and other databases, ensuring accurate data entry and reporting.
Provide basic technical assistance to staff and interns regarding EHR systems; escalate technical issues as needed.

Client Services & Support

Conduct client intakes, assessments, discharges, and maintain accurate and timely documentation.
Provide individual counseling, emotional support, and make appropriate referrals in alignment with client needs.
Perform crisis intervention as needed; respond to emergencies and coordinate care, including contacting 911 when necessary.
Ensure completion of shift logs, incident reports, and safety protocols.
Facilitate client groups and monitor medication distribution per program protocols.
Uphold professional boundaries and maintain strict confidentiality.

Education & Experience

High school diploma or equivalent required.
Certification as an Alcohol and Drug Counselor through CAARR, CADTP, CCAPP, or another California Department of Alcohol/Drug Programs-approved provider required.
Minimum of four (4) years of recent experience working with individuals experiencing mental illness and/or co-occurring disorders preferred.
Knowledge of 12-Step recovery models (e.g., AA/NA) required.
Prior experience training or onboarding staff is preferred.
Current First Aid/CPR certification required (or obtained within first 30 days); Food Handler Supervisor certification is a plus.

Skills & Abilities

Bilingual English/Spanish preferred.
Strong interpersonal skills with the ability to be empathetic, supportive, and firm.
Excellent verbal and written communication abilities.
Highly organized with the ability to manage multiple tasks and priorities.
Proficiency in Microsoft Office Suite and electronic health record systems.
Ability to work independently and collaboratively as part of a team.
Knowledge of local community resources in Marin County and surrounding Bay Area.
Valid California driver’s license, reliable vehicle, and insurable driving record required.

Physical Requirements

Intermittent activities: bending, twisting, squatting, kneeling, reaching, lifting up to 40 pounds.
Frequent activities: sitting, standing, walking, writing, typing, driving.
Vision requirements: Ability to read printed and electronic information.
Must be able to complete and pass a TB test as required by state regulations.

Certification Requirements

Employees in this position are required to maintain current certification as an Alcohol and Drug Counselor through CADTP, CCAPP, or another state-approved provider. Loss of certification will result in disqualification from continued employment in this role.

BENEFITS: Health, dental, vision, life and long-term disability insurance, FSAs for health, dependent care and transit costs, retirement savings plan with match, EAP, paid meal breaks, up to 6 weeks of paid time off and access to continuing education credits available through our learning management system.

We are an Equal Opportunity Employer committed to creating a workplace that celebrates diversity, promotes equality, and fosters inclusion. We encourage applications from individuals of all backgrounds, experiences, and perspectives.

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