Job Overview
Help Lead the Operations Behind Meaningful Behavioral Health Care
Renewed Therapy PLLC is seeking a highly organized, proactive, trustworthy, and solutions-focused Executive Assistant & Behavioral Health Operations Coordinator.
This is not a traditional administrative assistant position. The selected candidate will work closely with Renewed Therapy’s executive leadership while helping coordinate the daily administrative operations of a growing behavioral health organization.
The ideal candidate can manage confidential information, organize competing priorities, communicate professionally with staff and clients, monitor important deadlines, and ensure that assignments are completed without requiring constant follow-up.
Executive Support Responsibilities
- Provide direct administrative support to Renewed Therapy’s owner and executive leadership.
- Manage calendars, appointments, meetings, reminders, deadlines, and executive priorities.
- Organize leadership meetings, staff meetings, interviews, trainings, and community engagements.
- Prepare agendas, take meeting notes, document action items, and follow up with responsible team members.
- Draft and proofread professional emails, letters, announcements, reports, policies, and internal communications.
- Organize executive files, documents, correspondence, contracts, and administrative records.
- Assist leadership with tracking projects, business initiatives, partnerships, and organizational goals.
- Screen and prioritize calls, emails, requests, and administrative concerns.
- Help executive leadership remain informed about urgent operational matters.
- Maintain strict confidentiality regarding business, employee, financial, and client-related information.
Behavioral Health Operations Responsibilities
- Help coordinate the daily administrative workflow of Renewed Therapy’s behavioral health programs.
- Monitor operational tasks involving new clients, clinicians, authorizations, documentation, scheduling, and service delivery.
- Communicate with clinicians and administrative staff regarding missing documents, overdue assignments, expiring requirements, and unresolved concerns.
- Help ensure new clients move efficiently from referral and intake to their first scheduled appointment.
- Monitor whether required intake, insurance, identification, consent, and clinical documents have been added to Checkpoint.
- Assist with tracking inactive clients, expired intakes, clients who have not started services, and cases requiring administrative follow-up.
- Coordinate with the Medical Records and Insurance Authorization Specialist regarding eligibility, OPT authorizations, EAP authorizations, and expiring insurance coverage.
- Help ensure clinicians receive timely notification about authorization limits, documentation needs, and potential interruptions in services.
- Monitor general staff compliance with documentation and administrative deadlines.
- Escalate unresolved client, insurance, staffing, scheduling, or documentation concerns to leadership.
Staff and Human Resources Coordination
- Assist with posting employment opportunities and organizing candidate applications.
- Schedule interviews and maintain communication with applicants.
- Support employee and contractor onboarding.
- Collect and organize required employment, credentialing, training, and personnel documents.
- Help ensure new staff members receive access to required systems, policies, forms, and training materials.
- Maintain employee and contractor tracking systems.
- Monitor upcoming credential, license, certification, training, and document expiration dates.
- Coordinate staff reminders, meetings, evaluations, and required follow-up.
- Assist with OnPay onboarding and other approved payroll-related administrative tasks.
- Maintain professional personnel records while protecting confidential information.
Systems and Project Coordination
- Maintain organized task-management and deadline-tracking systems.
- Update administrative information in Checkpoint and other approved business platforms.
- Coordinate projects between leadership, clinicians, administrative staff, contractors, and community partners.
- Track assignments from beginning through completion.
- Develop spreadsheets, trackers, checklists, meeting documents, and workflow tools.
- Identify workflow gaps and recommend practical solutions.
- Assist with implementing updated policies, procedures, forms, and administrative systems.
- Help prepare materials for audits, quality-assurance reviews, credentialing, and compliance activities.
- Ensure files are labeled, stored, and maintained accurately.
Client and Staff Communication
- Communicate professionally and compassionately with clients, clinicians, applicants, employees, insurance representatives, and community partners.
- Help resolve routine administrative concerns and direct clinical matters to appropriately licensed staff.
- Follow up on unanswered calls, incomplete requests, missed deadlines, and unresolved administrative needs.
- Maintain clear records of important communications and follow-up attempts.
- Protect client privacy and comply with HIPAA and Renewed Therapy policies.
- Avoid providing clinical advice, making clinical decisions, or operating outside the position’s administrative scope.
Required Qualifications
- Associate degree or higher in business administration, healthcare administration, human services, communications, or a related field; significant relevant experience may be considered.
- At least two years of executive support, healthcare administration, operations coordination, office management, or related experience.
- Excellent organization, communication, writing, and follow-up skills.
- Ability to manage several priorities and deadlines simultaneously.
- Strong attention to detail and ability to identify incomplete or inconsistent information.
- Ability to handle sensitive and confidential information appropriately.
- Strong computer skills, including email, electronic calendars, word-processing programs, spreadsheets, and digital file management.
- Ability to work independently, exercise sound judgment, and recognize when a concern must be escalated.
- Professional and respectful communication skills.
Preferred Qualifications
- Experience working in behavioral health, mental health, healthcare, human services, or a Medicaid-funded organization.
- Previous executive assistant, operations coordinator, office manager, or practice administrator experience.
- Experience supporting business owners, executives, or senior leadership.
- Familiarity with Checkpoint or another electronic health-record system.
- Experience with staff onboarding, credential tracking, personnel records, or payroll systems.
- Experience with insurance eligibility, behavioral health authorizations, EAP services, or intake coordination.
- Familiarity with HIPAA, Medicaid, clinical documentation, and behavioral health compliance.
- Experience creating policies, procedures, trackers, reports, and organizational workflows.
The Ideal Candidate
You may be a strong fit for this position if you:
- Take ownership of assignments and follow them through completion.
- Communicate concerns before they become emergencies.
- Can respectfully hold staff accountable for deadlines.
- Keep leadership organized without requiring constant instructions.
- Know how to prioritize urgent matters while maintaining routine operations.
- Are comfortable working in a growing organization where systems continue to develop.
- Can balance compassion with professionalism and accountability.
- Understand that protecting confidential information is essential.
- Bring solutions—not only problems—to leadership.
Why Join Renewed Therapy?
Renewed Therapy PLLC is a growing behavioral health organization committed to client-centered care, community impact, professional development, and operational excellence.
This position offers the opportunity to work closely with leadership, strengthen internal systems, support behavioral health professionals, and help create an organized environment where clients can receive consistent and effective services.
Apply today and tell us how your leadership support, organization, and operational experience can help Renewed Therapy continue to grow.
Pay: $20.00 - $32.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- Professional development assistance
Work Location: Hybrid remote in Morrisville, NC 27560
