Medical Front Office Coordinator/Administrative Assistant

Who We Are:

Challenge Center is a non-profit organization committed to enhancing the quality of life for seniors and individuals with disabilities. We provide accessible one-on-one physical therapy, health and wellness programs, and physical training services to people who have suffered from a long-term disability, have endured a life-changing accident, or simply want to live a healthier life. For many of our clients, physical therapy insurance benefits have been exhausted or they have no insurance, yet continuing treatment would improve their condition. For 35 years, we’ve been a beacon of hope, enhancing lives by providing the rehabilitation clients need to lead fuller, more independent lives, all while subsidizing care for those with low income. Our goal is to maximize everyone’s functional independence and improve their health.

Working at Challenge Center is more than a job. It’s a calling to create a better, healthier society through meaningful rehabilitation solutions. Help us transform the lives, health and well-being of hundreds of vulnerable, resilient people by embarking on a career that guarantees you’ll make a lasting impact on the world!

Job Overview:
The Front Office Coordinator position at Challenge Center sits at the crossroads of our organization, bridging together our organization’s leadership and the needs of our clients, ensuring seamless in-office processes. This role requires someone who brings a customer service mindset to everything they do, as they will be the first friendly face clients will encounter and whom they will interact with regularly for service related inquiries. The Front Office Coordinator will directly assist the Executive Director and support Challenge Center leadership with administrative, organizational, and operations tasks. This position requires the ability to work independently on projects, manage a wide variety of activities, and adhere to HIPAA and confidentiality of proprietary practices with utmost discretion. The ideal candidate must be proactive in anticipating needs, addressing unforeseen developments, and meeting tight deadlines, enabling the Executive Director to be as efficient and effective as possible in serving the organization.

This is a dynamic position with an opportunity to learn and grow almost daily. It is a highly connected position, where your work and your accomplishments will be recognized and appreciated by colleagues and clients alike. We are committed to a highly collaborative team-based culture built on in-person relationships.

If you have excellent organizational skills, strong attention to detail, and a passion for providing outstanding service, we would love to hear from you.

We’re Looking For Someone Who:

• Brings a Positive, Energetic Attitude: Your energy is infectious, and you're always ready to support clients with a smile - warm and inviting!
• Is Organized and Meticulous: You have an eye for details and a natural talent for keeping things in order. Someone who naturally checks and rechecks their own work. It’s important to you to get the details right!
• Communicates Effectively: Your strong communications skills ensure clear and compassionate interactions.
• Loves to Learn: Eager to expand on your skills, you’re excited about the opportunity to grow and take on new challenges - quickly adapting.
• Is a Helper by Nature: You’re heart-centered, always looking to make a positive impact on those around you. This role requires someone who brings a customer service mindset to everything they do, and is a helper by nature. Someone who enjoys working behind the scenes to support their executives and make things happen.
• Loyal: You are a person who enjoys working in a highly collegial environment; demonstrating a firm commitment to their executives and the organization’s mission.

Responsibilities:

• Serve as the first point of contact at the front desk, greeting clients and visitors, providing tours as needed, answering phones, and directing inquiries appropriately.
• Oversee and manage daily administrative operations, including scheduling, billing (invoicing, collecting fees & reporting), and client intake.
• Manage office inventory and supplies, ensuring that all necessary materials are always stocked.
• Perform administrative tasks, including gathering service and financial reports, filing of corporate documents, and onboarding new employees, while maintaining utmost confidentiality and discretion.
• Take minutes at board meetings and provide administrative support to ensure efficient operations.
• Organize (and host) meetings, events, and (video) conferences.
• Coordinate with external vendors and service providers to ensure that all aspects of the office environment are maintained and operational.
• Remain knowledgeable of corporate policies and support the Executive Director in enforcing them, first and foremost through leading by example.
• Requires occasionally lifting up to 30 pounds.
• Physically assisting clients with disabilities on occasion.
• Other duties as assigned.

Qualifications:
- Minimum high school diploma required. Bachelor's degree is a plus.
- Minimum 2 years medical front office experience required.
- Experience with QuickBooks Online and EMRs.
- Proficient in using office software such as Microsoft Office Suite and familiar with virtual meeting software.
- Advanced Excel skills.
- Tech Savvy: Comfortable with technology and software.
- Bilingual in English and Spanish strongly preferred.

Generous Benefits:

• 99% Insurance benefits coverage (Health, Dental, and Vision)
• Paid Time Off
• 11 Paid Holidays
• 403b and 403b matching

Schedule: Monday to Friday, 9 am to 6 pm

If you are looking for an exciting opportunity to contribute to a dynamic team and make a difference in the lives of our clients, please apply with your resume and a cover letter.

Challenge Center is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Job Type: Full-time

Pay: $17.75 - $23.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person