Administrative Assistant

Brainerd - 2424 Building, 2424 Business 371, Brainerd, MN 56401, USA

Be the backbone of hope and healing. At Minnesota Adult & Teen Challenge, every role matters in helping people overcome addiction and find a new path forward. Whether you’re working directly with clients or supporting behind the scenes, your contributions make recovery possible. In return, we offer a values-driven workplace, supportive managers, and opportunities to grow. That commitment has earned us recognition from Newsweek as a Best Addiction Treatment Center and seven straight Star Tribune Top Workplace awards.

Job Summary The Program Administrative Assistant provides essential administrative support in a treatment facility, ensuring the efficient operation of daily activities. This role involves scheduling and coordinating client appointments, maintaining accurate records, managing communication, and assisting with program related tasks.

• Schedule client medical, dental, psychiatric, and other related appointments.
• Ensure transportation arrangements are made for clients to and from appointments.
• Monitor and resolve scheduling conflicts to ensure smooth operations.
• Coordinate with external service providers to ensure regular services for clients.

• Answer phones, emails, and voicemails in a timely and professional manner.
• Type letters and other correspondence for the program.
• Communicate with clients regarding co-pays, appointment details, and status updates.
• Assist clients with personal matters like bills, taxes, and phone calls as needed.

• Maintain accurate client records, including appointment logs, medical paperwork, and treatment files.
• Enter all client requests into the Chron Log and update client databases.
• Ensure timely filing and tracking of medical, legal, and other client documents.
• Update and maintain program documentation such as client handbooks, policy manuals, and forms.

• Conduct weekly facility inspections, reporting on property damage, cleanliness, and energy efficiency.
• Ensure proper storage and security of medication in the med room.
• Maintain and update room assignments in the EMR system based on client census.
• Manage inventory of supplies, submitting requests for replenishment as needed.

• Contact probation officers, lawyers, and other legal representatives to arrange appointments.
• Ensure that all court appointments and legal requirements are properly scheduled and tracked.
• Serve as a liaison between the facility and court systems when requested.

• Conduct orientation for new clients, providing facility tours and answering questions.
• Assist clients with any requests or issues during their treatment, such as correspondence and legal matters.
• Ensure that client medication refills and other needs are addressed in a timely manner.

• Support the Program Manager with weekly meetings, event planning, and other tasks.
• Coordinate and schedule special events, track family attendance, and manage event logistics.
• Maintain a calendar for staff time off (PTO/LOA) and assist with vehicle maintenance and scheduling.

• Assist with various administrative tasks as assigned by senior management.
• Ensure vehicles are properly maintained and submit maintenance requests when necessary.

• Previous experience in administrative support, preferably within a treatment setting preferred.
• Strong crisis management skills, with the ability to maintain composure under pressure.
• Excellent organizational and multitasking abilities.
• Strong communication skills, both verbal and written.
• Proficiency in Microsoft Office Suite and experience with electronic medical records (EMR) systems.
• Ability to handle sensitive information with discretion and confidentiality.
• Must be comfortable working with people with life-controlling challenges, including mental health and addiction.
• The ability to live and work by MnTC’s culture of honor & core values – practicing compassion, hospitality, respect,…