Administrative Coordinator

Wedgwood Christian Services

Administrative Coordinator providing scheduling and administrative support for counseling services at Wedgwood Christian Services in Grand Rapids, MI. Ensuring a professional and organized environment for client interactions and scheduling.

Posted 5/2/2026full-timeGrand Rapids • Missouri • 🇺🇸 United StatesJunior💰 $20 per hourWebsite

About the role

Key responsibilities & impact

Greet clients/visitors checking in at the front desk at the Bouma Counseling Center.
Support clients through the check-in process for both counseling and psychiatry appointments (updating client demographic information, collecting payments, obtaining client/guardian signatures on unsigned intake and annual forms and other unsigned documents).
Ensure the office environment is maintained in a professional, clean, and organized manner.
Schedule initial appointments, follow-up appointments and call families to reschedule appointments for counseling.
Promptly responding to all referrals and requests for services and monitoring the follow up queue daily for the consistent scheduling of intakes.
Review and confirm insurance eligibility, benefits and out of pocket responsibilities, copays, and deductibles.
Answer telephone calls coming into the office; forward calls to the appropriate party; record and distribute messages as needed; retrieve voicemail messages and respond as needed.
Promptly respond to internal and external communication and requests, providing information about our programs and services offered.
Ensure the highest level of customer service is provided to clients, addressing inquiries, scheduling appointments, processing records requests, and resolving issues efficiently while maintaining confidentiality and compliance with HIPAA and other regulatory standards.
Send routine and customized letters to clients.
Process faxes for the department and monitor all incoming faxes, routing to the appropriate party as needed.
Complete administrative duties assigned by supervisor for various community program supervisors, including, but not limited to, data entry, phone calls, preparing treatment/marketing materials, etc.
Maintain all counseling records for clients including the filing of documents within the EMR and timely recording of external records.
Maintain accurate caseloads for clinicians, updating for intakes, discharges, and changes to utilization of services.
Complete daily mail runs for the department.
Regular participation in supervision meetings and team meetings for the sharing of ideas, feedback, and department planning.
Set up interpreter services for families as needed.
Other duties as assigned.

Requirements

What you’ll need

Associates or Bachelors degree in a human services area is preferred, but not required.
At least 1 year of experience working in the human services field.
Prior experience within a human service agency preferred.
Excellent verbal and written communication skills
The ability to demonstrate concern and empathy while setting appropriate limits.
A commitment to providing excellent services to clients.
Strong organizational skills with accuracy and attention to detail.
Initiative to identify emerging needs and flexibility to address new needs as they arise.
The ability to demonstrate sound judgment, calm demeanor, and problem-solving in new or challenging situations.
A high level of interest in gaining extensive knowledge of Wedgwood's Community services
A commitment to identify the best services for the needs of each individual/family.
Must possess the ability to work well within an interdisciplinary team.
Necessary computer-based skills including the ability to set up and maintain email systems, database systems, file sharing systems, and calendars.
Subscription to the Statement of Faith of Wedgwood Christian Services and agreement with the goal, purpose, and objectives of the agency.

Benefits

Comp & perks

403(b) retirement plan with employer match
Medical Plans with great coverage options
Free supplemental virtual PCP care with medical plan
Flexible Spending Accounts
Health Savings Accounts
Dental and Vision plans
Pet insurance
Legal insurance
A Locally Partnered Employee Assistance Program
Competitive paid time off
Direct deposit
Federal Student Loan Forgiveness through PSLF
Paid Holidays
Short term disability
Long term disability
Life insurance up to 2x your annual salary
No-cost, employer paid training and re-certification provided to staff
Full gymnasium and state-of-the art 24-hour wellness center available to staff at no cost
Walking trail that leads around the beautiful campus
Application and tuition fee discounts for several local colleges and universities

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Applicant Tracking System Keywords

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Hard Skills & Tools

data entryinsurance eligibility reviewclient record maintenanceappointment schedulingpayment processingdocument filingfax processingcustomer serviceproblem-solvingconfidentiality compliance

Soft Skills

verbal communicationwritten communicationempathyorganizational skillsattention to detailinitiativeflexibilitysound judgmentcalm demeanorteam collaboration