Our Promise Inc. is seeking a highly organized, dependable, motivated, and compassionate Assistant Case Manager / Executive Administrative Coordinator to serve as the Executive Director's right hand. This position is ideal for someone who enjoys wearing multiple hats, thrives in a fast-paced environment, and takes pride in helping a growing nonprofit organization make a difference in the lives of individuals experiencing homelessness, mental health challenges, and housing instability. This is a non-clinical position. The Assistant Case Manager will provide administrative, operational, human resources, marketing, client support, and office management assistance while helping ensure that agency operations remain organized, compliant, and efficient.
The ideal candidate is self-motivated, professional, detail-oriented, trustworthy, and able to work independently with minimal supervision.
Starting Pay: $300.00 per week
After Successful Completion of the 90-Day Introductory Period: $470.00 per week
Pay Schedule: Bi-weekly
Employment Type: 1099 Independent Contractor
Advancement Opportunities: Available based on agency growth, performance, reliability, and business needs.
Primary ResponsibilitiesExecutive Director Support
Provide direct administrative support to the Executive Director by:
- Managing daily priorities and assigned projects
- Assisting with business operations
- Managing calendars and appointments
- Organizing electronic files
- Preparing reports and documents
- Creating spreadsheets and tracking systems
- Assisting with accreditation preparation
- Completing special projects
- Monitoring deadlines
- Assisting with agency growth initiatives
- Supporting business development projects
Client File Management
Maintain organized and compliant client records by:
- Reviewing charts for completeness
- Uploading documentation into Carepatron
- Organizing electronic client records
- Monitoring missing signatures
- Tracking service authorizations
- Reviewing treatment plans
- Reviewing service orders
- Reviewing progress notes
- Maintaining intake documentation
- Tracking Releases of Information
- Monitoring annual paperwork due dates
- Preparing records for audits
- Assisting with record requests
- Maintaining confidentiality of all client information
Administrative Case Management Support
Assist agency staff by:
- Scheduling client appointments
- Confirming appointments
- Following up on missing paperwork
- Tracking referrals
- Coordinating communication with clients
- Assisting with housing-related documentation
- Maintaining referral databases
- Updating client demographic information
- Tracking housing application requirements
- Organizing agency resource lists
Human Resources Support
Provide administrative support with:
- New hire onboarding
- Personnel files
- Independent contractor files
- Background check tracking
- Drug screening documentation
- Credential verification
- License expiration tracking
- Annual training requirements
- Compliance reminders
- Employee orientation materials
- Maintaining HR documentation
- Preparing onboarding packets
- Assisting with contractor communication
Reception & Office Support
Serve as a professional representative of Our Promise Inc. by:
- Answering incoming phone calls
- Returning voicemails
- Greeting visitors
- Responding to emails
- Scheduling appointments
- Sending appointment reminders
- Managing incoming mail
- Preparing outgoing mail
- Ordering office supplies
- Maintaining a clean and organized office
- Assisting with daily office operations
Marketing & Social Media Management
Manage and grow the agency's online presence by:
- Creating engaging Facebook content
- Scheduling weekly social media posts
- Responding to Facebook messages
- Promoting agency services
- Creating flyers and promotional materials using Canva
- Supporting recruitment campaigns
- Highlighting community resources
- Promoting agency events
- Increasing community engagement and brand awareness
- Assisting with website updates as needed
Community Relations
Assist with community engagement by:
- Building relationships with referral partners
- Coordinating outreach opportunities
- Maintaining community resource directories
- Supporting networking events
- Assisting with community presentations
- Promoting agency services throughout North Carolina
Quality Assurance & Compliance
Assist with quality improvement efforts by:
- Conducting internal chart reviews
- Monitoring documentation compliance
- Assisting with Medicaid audit preparation
- Supporting accreditation readiness
- Tracking documentation deadlines
- Maintaining organized records
- Updating policies and procedures
- Monitoring agency compliance standards
Technology Responsibilities
Maintain proficiency with:
- Carepatron Electronic Health Record
- Microsoft Office
- Google Workspace
- Canva
- Facebook Business Suite
- Electronic filing systems
- Cloud-based document storage
- Email communication systems
Daily Administrative Duties
- Data entry
- Filing
- Scanning
- Copying
- Printing
- Calendar management
- Email management
- Scheduling
- Answering phones
- Returning calls
- Texting clients when appropriate
- Preparing meeting materials
- Organizing office files
- Maintaining spreadsheets
- Tracking agency deadlines
Minimum Qualifications
- High School Diploma or GED required
- Minimum one year of administrative experience preferred
- Strong organizational skills
- Excellent written and verbal communication
- Professional customer service skills
- Ability to multitask in a fast-paced environment
- Strong attention to detail
- Ability to maintain strict confidentiality
- Computer proficiency
- Ability to work independently
- Positive attitude and willingness to learn
- Flexible schedule (we are open 9a-11p Mon-Sat, you can choose how many hours you'd like to work each day but it must be consistent and in sets of 6 hours per day 5 days per week). You can work from home (on a private network, or from the Kannapolis Office. You cannot have noise in your background if you're apart of any calls or meetings/trainings.
Required Transportation
Because this position requires travel throughout North Carolina, applicants must have:
- A valid driver's license
- A reliable personal vehicle
- Current automobile insurance
- The ability to travel throughout North Carolina as needed
- Reliable transportation to the office, community meetings, outreach events, and partner agencies
HIPAA & Confidentiality Requirements
This position requires access to confidential client, employee, and agency information.
The selected contractor must:
- Strictly comply with all HIPAA Privacy and Security Rules.
- Protect all Protected Health Information (PHI).
- Follow all agency confidentiality policies and procedures.
- Complete required HIPAA and compliance training.
- Maintain confidentiality both during and after employment.
- Immediately report any suspected HIPAA violations or security incidents.
- Sign all confidentiality agreements before beginning work.
- Use your own device that can only be used on Private Networks. (you cannot work from a public wifi, if you don't have have wifi you will need to work from the Kannapolis Office Location).
Failure to comply with HIPAA regulations or agency confidentiality policies may result in immediate termination of the Independent Contractor Agreement and may subject the contractor to civil and/or criminal penalties under applicable federal and state law.
Desired Characteristics
We are looking for someone who is:
- Honest
- Dependable
- Compassionate
- Professional
- Organized
- Self-motivated
- Positive
- Detail-oriented
- Flexible
- Adaptable
- Solution-focused
- Comfortable working independently
- Passionate about helping others
- Committed to serving underserved communities
Why Join Our Promise Inc.?
At Our Promise Inc., we believe everyone deserves hope, dignity, and the opportunity to build a better future. As a member of our team, you will play an essential role in helping our agency provide high-quality behavioral health, housing support, and recovery services across North Carolina.
Every day is different, every task matters, and your work will directly impact individuals and families working toward stability and independence.
If you're looking for a meaningful opportunity where your organizational skills, creativity, and passion for service can make a lasting difference, we'd love to hear from you.
Apply Today
Position: Assistant Case Manager / Executive Administrative Coordinator (1099)
Starting Pay: $300/week
After 90 Days: $470+/week depending on how the performance review is scored
Paid: Bi-weekly
Location: Kannapolis, NC with travel throughout North Carolina
Send Email your resume and a brief introduction explaining why you'd be a great fit for Our Promise Inc. to [email protected] or apply to this job post here on Indeed.
We are hiring immediately and will begin reviewing applications as they are received.
Pay: $300.00 per week
Work Location: Hybrid remote in Kannapolis, NC 28083
