What are the responsibilities and job description for the Administrative Assistant position at Stabilize Health, LLC?

Job Description

Administrative Assistant

Location : Coastal Oaks Recovery, Port Royal, South Carolina

About Coastal Oaks Recovery

Located in the heart of the Lowcountry in South Carolina, Coastal Oaks Recovery is a 72-bed substance-use treatment center serving adults aged eighteen and older. Nestled on five serene acres near the coastal waters and wetlands of Port Royal, Coastal Oaks provides a tranquil environment for individuals suffering from addiction to stabilize and embark on their journey toward recovery and wellness.

At Coastal Oaks Recovery, we offer medically monitored detoxification under the direct care of physicians and nurses, supported by a multidisciplinary treatment team. In addition to withdrawal management, our residential treatment services provide a safe and structured environment for 30 to 45 days, ensuring that each patient builds a solid foundation of recovery skills prior to discharge.

Our evidence-based programming includes group therapy, individual counseling, family programming, and specialized care tailored to meet individual needs. With a holistic and experiential approach, we emphasize safety, collaboration, and a patient-first culture that nurtures recovery and wellness for both patients and staff.

Position Purpose

The Administrative Assistant provides essential administrative and clerical support to ensure smooth operations across departments at Coastal Oaks Recovery. This role involves maintaining quality assurance, managing schedules, supporting leadership teams, and overseeing physician credentialing and on-call activities. As a key member of the administrative team, the Administrative Assistant ensures accuracy, compliance, and effective communication within the organization.

Essential Duties and Responsibilities

Administrative Support

Perform general secretarial duties, including typing, copying, and distributing reports, memos, and forms.
Transcribe and distribute meeting minutes for weekly, monthly, and quarterly leadership and committee meetings.
Maintain organized filing systems for documents, policies, procedures, and credentialing files.
Manage and update operational schedules, including on-call physician schedules and daily leadership meetings.
Assist in the creation and revision of policies and procedures, ensuring proper routing, updates, and filing.

Quality Assurance and Compliance

Validate and ensure professional licenses and certifications are current for all required staff.

Coordinate the physician credentialing and privileging process, ensuring all documentation is accurate and complete.

Maintain confidentiality and adhere to HIPAA regulations in all communications and documentation.

Reception and Office Coordination

Supervise the receptionist and front desk operations, including scheduling and covering breaks, lunches, or absences.

Greet visitors and handle incoming calls, providing routing information and taking messages as needed.

Support procurement and purchasing tasks for administrative needs.

Meeting Coordination

Organize and facilitate daily operational meetings and other departmental gatherings.

Serve as a scribe during meetings and distribute minutes promptly to relevant stakeholders.

Cross-Departmental Support

Assist all facility departments with administrative requests, such as copying, typing, and preparing forms.

Support Intake and Admissions Departments as needed, including insurance verifications and financial counseling backup.

Facilitate communication and coordinate resources for human resources inquiries and support.

Skills and Abilities

Strong organizational and time-management skills.

Excellent verbal and written communication skills, including proper grammar, punctuation, and spelling.

Proficiency in using computers, transcription equipment, and office software.

Ability to handle multiple tasks and maintain attention to detail in a fast-paced environment.

Professional demeanor and ability to interact tactfully with a wide range of individuals.

Knowledge of Coastal Oaks Recovery policies, procedures, and regulatory standards.

Education and Experience

Required : High school diploma or equivalent.

Preferred : Associate degree in Business Administration, Office Management, or a related field.

At least two years of administrative or clerical experience in a healthcare or related setting.

Licensure / Certification

Current CPR certification (preferred).

Additional certifications in office management or healthcare administration are a plus.

Physical and Work Environment Requirements

Frequent standing, walking, bending, and sitting.

Ability to lift up to 20 pounds occasionally.

Work primarily indoors in a temperature-controlled environment.

Ability to maintain professionalism and focus in high-pressure situations.

Why Join Coastal Oaks Recovery?

At Coastal Oaks Recovery, we are dedicated to creating a collaborative, patient-first environment that supports both professional growth and personal fulfillment. As an Administrative Assistant, you will play a vital role in ensuring the efficiency and effectiveness of our operations, contributing to our mission of recovery and wellness.

We offer :

Competitive salary and comprehensive benefits.

Opportunities for professional development and career advancement.

A supportive and inclusive workplace culture.

If you are a detail-oriented professional with a passion for excellence and organization, we encourage you to apply today to join the Coastal Oaks Recovery team as an Administrative Assistant!

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