Overview
Administrative Support Associate Jobs in Durham, NC at Duke Health
Job Title: Intake Coordinator & Office Administrator
Location: Oceanside, CA
Position Summary:
We are seeking a dedicated and compassionate Intake Coordinator & Office Admin to join our mission of inclusion, empowerment, and belonging. This role serves as the welcoming face of our team, ensuring that every new client and their family feel embraced by Ohana from their first interaction. As the first point of contact, the Intake Coordinator & Office Admin plays a vital role in onboarding clients, guiding them through the Self-Determination Program (SDP) process, scheduling all 1:1 sessions in Spellers Center, and ensuring the seamless operation of office functions to support our team and clients. Additionally, this role requires an understanding of billing and financial processes related to client services, invoicing, and program funding, ensuring accurate documentation and compliance with program requirements.
Key Responsibilities:Client Intake & Onboarding:
Serve as the first point of contact for potential clients and families, welcoming them into our programs with warmth and professionalism.
Facilitate the intake and onboarding process, ensuring a smooth transition into our services.
Guide clients and caregivers through the Self-Determination Program (SDP) process, helping them understand and complete necessary steps.
Maintain expert knowledge of our programs and services, effectively communicating their value to families.
Assist with billing processes, invoicing, and payment tracking for services.
Handle all client inquiries, including cancellations as well as scheduling of spelling sessions.
Communicate with Spellers Center clinic manager and Ohana Days program manager regarding new client inquiries and provide weekly Pipedrive (CRM) status updates.
Office Management & Administrative Support:
Oversee daily office operations, ensuring efficiency and organization across all administrative functions.
Manage office duties, program schedules, and overall workspace logistics to ensure a well-maintained and productive environment.
Provide direct support to leadership by handling documentation, scheduling meetings, and maintaining records and/or financial tasks.
Assist and maintain internal tracking systems for client billing, intake, team workflows, and compliance-related tasks.
Coordinate internal and external communications, ensuring seamless information flow among staff, families, and community partners.
Client & Family Engagement:
Build and maintain strong relationships with families, providing ongoing communication and support throughout their journey.
Conduct proactive follow-ups with potential clients to convert leads into active participants in our programs.
Foster an inclusive environment rooted in trust, respect, and meaningful relationships, upholding the highest standards of ethical support.
Qualifications:
Previous experience in intake coordination, office management, or administrative roles, preferably in healthcare, social services, or disability advocacy.
Understanding of billing, financial documentation, and invoicing related to client services.
Strong proficiency in CRM tools (Pipedrive preferred) for client tracking and follow-ups.
Highly organized with strong time management skills and the ability to multitask.
Excellent verbal and written communication skills with a high level of professionalism.
Ability to work independently and collaboratively within a dynamic team environment.
Knowledge of the Self-Determination Program (SDP) process is a plus.
Compensation & Reporting Structure:
Salary: $50,000 – $65,000 annually with a 10% bonus potential
Reporting: Reports directly to the CEOs.
How to Apply:
Interested candidates should submit their resume and cover letter to [email protected] and apply via Indeed.
Job Type: Full-time
Pay: From $60,000.00 per year
Benefits:
401(k)
Dental insurance
Health insurance
Paid time off
Vision insurance
Schedule:
8 hour shift
Day shift
Monday to Friday
Work Location: In person
Title: Administrative Support Associate
Company: Duke Health
Location: Durham, NC
