Operations & Office Administrator

Life Treatment Centers, Inc. is a dedicated community-based non-profit organization with over 50 years of experience in helping individuals overcome substance use disorders. We provide comprehensive treatment, support, education, and advocacy services, including Recovery Residencies and outpatient programs, fostering a trusted environment of compassion and lasting recovery.

Position Summary

Life Treatment Centers is seeking a highly organized and detail-oriented Operations & Office Administrator to support the administrative, financial, and operational functions of the organization. This role provides key support to leadership and program staff by coordinating office operations, maintaining financial and client service records, assisting with billing and payroll processes, and supporting compliance, reporting, and grant administration.

The ideal candidate is proactive, dependable, and able to manage multiple priorities while maintaining accuracy, confidentiality, and strong communication across departments.

Key Responsibilities

Administrative & Operational Support

• Provide administrative support to leadership and program departments including meeting coordination, scheduling, and preparation of correspondence or materials.
• Maintain organizational databases and records related to persons served, including census tracking, EMR form updates, follow-up survey documentation, and records requests.
• Coordinate routine office operations, including supply inventory, internal communication distribution, and maintaining an organized and functional office environment.
• Record and distribute meeting minutes and track action items for staff meetings and other internal organizational meetings.
• Support Board of Directors meetings by assisting with preparation of board materials, attending meetings as needed to record minutes, and tracking follow-up action items.
• Serve as a liaison between the organization, outsourced accounting firm, and external vendors or partners.
• Coordinate communication, documentation requests, and operational needs between internal staff and outside service providers.
• Maintain strict confidentiality when handling sensitive organizational and person served information.

Staff Support & Organizational Coordination

• Maintain staff training logs and personnel documentation.
• Coordinate annual employee evaluation scheduling.
• Track professional development spending and provide reminders to staff.
• Assist leadership in planning employee engagement activities such as appreciation events, recognition initiatives, and holiday gatherings.
• Coordinate logistics for meetings, trainings, and internal events including catering, materials, and vendor coordination.

Financial & Billing Support

• Assist with financial operations including accounts payable, accounts receivable, bank deposits, and financial record tracking.
• Prepare and process weekly payroll.
• Assist with billing services to appropriate payers, including Medicaid, while maintaining knowledge of applicable billing policies.
• Maintain accurate records of Persons Served billing and payments.
• Support financial documentation needed for audits and regulatory compliance.

Compliance, Grants & Reporting

• Assist with grant administration activities including renewals, drawdowns, reimbursements, and expenditure tracking.
• Support preparation for the annual financial audit.
• Verify and document professional licensing and OIG registry checks.
• Assist with development and maintenance of financial policies and procedures.
• Support compliance activities with accrediting and regulatory agencies including CARF and government oversight entities.

Qualifications

• Experience in administrative coordination, nonprofit operations, finance support, or a related field.
• Working knowledge of basic accounting principles and financial recordkeeping.
• Experience with financial software (e.g., QuickBooks, MIP, Abila) and Microsoft Office applications.
• Strong organizational and time-management skills with the ability to manage multiple responsibilities.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to work independently while collaborating with leadership and staff.

Preferred

• Experience in substance use disorder treatment, behavioral health, or healthcare settings.

Pay: $20.19 - $22.60 per hour

Benefits:

• 401(k)
• 401(k) matching
• Employee assistance program
• Paid time off

People with a criminal record are encouraged to apply

Work Location: In person