Administrative Coordinator

Description:

CMC: Center for Motivation & Change has been providing compassionate, collaborative and expert evidence-based treatment for people struggling with substance problems for the last 10 years. CMC:Berkshires is our private 15-bed residential treatment center located on 200 acres in the Berkshire Mountains of Western Massachusetts. We are driven by optimism about people’s capacity to change and by our commitment to the science of change.

Position Summary

The Administrative Coordinator supports the daily administrative operations of the program, ensuring that documentation systems, administrative workflows, and operational logistics run smoothly. This role maintains client documentation systems, coordinates administrative processes across departments, and assists with client billing coordination and tracking in collaboration with the program’s finance and bookkeeping teams. The position performs administrative support functions under the direction of program leadership and supports documentation practices consistent with program policies and regulatory requirements. Weekend administrative coordination and operational support are required to maintain program continuity.

Essential Responsibilities

• Maintain administrative systems used for program operations, including documentation systems, billing platforms, and program management software.
• Upload, organize, and maintain client records and assist with chart completion and chart-closing processes.
• Maintain program materials, treatment binders, office supplies, and the clinical resource library.
• Coordinate shipping, receiving, and weekly purchasing of client sundries.
• Maintain client accounts in the property management system (RoomKey) and enter ancillary client charges and payments.
• Assist with tracking client receivables and processing client payments.
• Serve as liaison with insurance advocates regarding authorizations, claims, and reimbursements.
• Receive and route vendor invoices and coordinate billing inquiries with vendors and the bookkeeping team.
• Provide weekend administrative coordination and assist with schedule adjustments, admissions logistics, and general program support.

Compliance & Confidentiality

• Maintain confidentiality of client and program information in accordance with HIPAA and 42 CFR Part 2.
• Handle documentation and records in accordance with program policies and applicable licensing standards, including BSAS requirements.
• Support accurate administrative recordkeeping for internal reviews, insurance audits, and regulatory inquiries.
• Report documentation discrepancies or potential compliance concerns to program leadership.

Requirements:

Qualifications

• Five + years of administrative or office coordination experience preferred.
• Strong organizational skills and attention to detail.
• Strong customer service skills.
• Ability to multi-task and work independently.
• Proficiency with common office software and administrative systems to include Google Workspace.
• Ability to maintain confidentiality of client and financial information.
• Experience in healthcare, behavioral health, residential treatment, or hospitality environments is strongly preferred.
• Weekend availability (remote access).

Preferred Experience

The ideal candidate will have experience in one or more of the following environments:

• Behavioral health, healthcare, residential treatment, or hospitality programs.
• Administrative coordination involving client records, scheduling systems, or documentation management.
• Work involving insurance authorization processes, client billing coordination, or program administration.
• Roles requiring high levels of organization, discretion, and multi-system administrative work.
• Experience supporting clinical or treatment program operations is strongly preferred.

Physical Demands

This position is primarily office-based and requires extended computer use and occasional lifting of office materials (up to approximately 25 pounds).

Disclaimer

This job description describes the general nature of the role and is not intended to be a complete list of all duties. Additional responsibilities may be assigned as needed.

Benefits

CMC: Center for Motivation & Change offers excellent benefits to include:

• Competitive Pay
• Medical, Dental, Vision, Life, Short Term Disability for Benefit-Eligible Employees
• 401K
• Employer Match 401K
• Flexible Spending Account (FSA)
• Paid Time Off (PTO)
• Provided Chef-Prepared Meals at No Cost to Employee
• Access to Fitness Center
• Discounted Massage/ Body Work
• Beautiful Rural Work Setting
• Opportunities for Advancement