Office Administrator (Corporate)

Position Title: Office Administrator (Corporate) Location: Vivia Health Corporate Office and All Clinic Locations as Needed Employment Type: Full-Time Hourly Hours: Mon-Fri 9am-5pm Reports To: Business Office Manager ________________________________________ Position Summary The Office Administrator (Corporate) provides centralized administrative, operational, scheduling, and project coordination support to Vivia Health’s Corporate Office, the Assertive Community Treatment (ACT) program, and organizational leadership.

This position coordinates ACT scheduling and related administrative follow-through, supports senior leaders with calendars, meetings, communications, recurring priorities, and special projects, maintains organized workflows and documentation, and assists with cross-site operational needs. The role also provides general office support, including clinic requests, supplies, mail, and deliveries, as needed.

The ideal candidate is highly organized, dependable, detail-oriented, and capable of managing multiple priorities while maintaining professionalism and excellent communication. This role requires frequent interaction with corporate leadership, clinic staff, vendors, and external partners. ________________________________________ Essential Duties and Responsibilities Administrative Support

• Monitor and respond appropriately to emails, Teams messages, phone calls, voicemails, and other administrative communications.
• Maintain accurate administrative records, files, logs, and shared resources, including document organization and version control.
• Assist with data entry, document preparation, filing, scanning, onboarding, training, and related clerical support as assigned.
• Maintain confidential information in accordance with HIPAA and organizational policies. ACT Scheduling and Administrative Coordination
• Coordinate ACT patient appointments, recurring service schedules, confirmations, rescheduling, and related calendar updates in collaboration with ACT leadership and team members.
• Conduct or coordinate patient outreach regarding appointments and scheduling changes, document outreach attempts, and route clinical questions or urgent concerns to the appropriate ACT team member.
• Monitor scheduling gaps, conflicts, missed appointments, and outstanding follow-up, and communicate barriers or time-sensitive needs to ACT leadership.
• Maintain accurate ACT scheduling records, shared calendars, trackers, packets, and program materials while protecting patient confidentiality.
• Support coordination among ACT staff, clinic teams, providers, patients, and external partners to promote timely scheduling and administrative follow-through. Leadership and Executive Support
• Provide responsive administrative support to executive and senior leaders, including calendar coordination, meeting scheduling, correspondence, document preparation, and follow-through on assigned priorities.
• Prepare agendas, packets, reports, presentations, background materials, sign-in sheets, and follow-up task lists for leadership and operational meetings.
• Take meeting notes when assigned and track action items, decisions, responsible parties, deadlines, requests, and status updates.
• Coordinate special projects, quality improvement efforts, cross-functional initiatives, and implementation of new workflows, systems, forms, and organizational processes.
• Gather information, organize deliverables, maintain project documentation, and communicate progress or barriers to leadership.
• Support HR and onboarding processes by preparing materials and maintaining administrative task, training, or sign-off records under supervisor direction.
• Assist with vendor, facilities, equipment, maintenance, supply, and IT follow-up as assigned.
• Assist with sensitive or time-critical organizational, employee, financial, operational, and patient-related matters using sound judgment and discretion. Corporate Office Operations and Logistics
• Maintain clean, organized, professional, and appropriately stocked Corporate Office common, conference, breakroom, and administrative areas.
• Monitor office supplies, organizational forms, packets, program materials, and patient resources, and coordinate replenishment or distribution based on operational needs.
• Receive, organize, track, and coordinate clinic administrative requests involving supplies, forms, packets, signage, equipment support, or workflow assistance.
• Support incoming and outgoing mail, packages, supplies, and routine deliveries between locations, using couriers or designated staff as appropriate.
• Maintain basic request, delivery, or inventory records when required and coordinate with clinic staff, vendors, interns, and leadership to support timely completion. Clinic Office Administrator Coverage
• Provide coverage for Office Administrator staff during absences, vacations, staffing shortages, training periods, or other operational needs.
• Perform front desk duties including: o Greeting patients and visitors. o Answering phones and directing calls. o Scheduling and confirming appointments. o Assisting with patient registration and check-in processes. o Managing patient communications and appointment follow-up. o Supporting clinic operations as assigned. o Travel between clinic locations as needed to support business operations. ________________________________________ Qualifications Required
• Associate’s degree in business administration, healthcare administration, office administration, communications, social or behavioral sciences, or a related field.
• At least four years of progressively responsible administrative, executive-support, healthcare-office, program-coordination, or comparable operational experience.
• Demonstrated ability to coordinate multiple workstreams, manage competing priorities, monitor deadlines, and complete time-sensitive assignments with limited supervision.
• Strong written and verbal communication skills, professional telephone etiquette, sound judgment, and the ability to communicate effectively with patients, staff, leaders, vendors, and visitors.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and SharePoint, including preparing correspondence, maintaining calendars, creating trackers, organizing shared records, and supporting routine reports.
• High degree of accuracy, discretion, organization, dependability, service orientation, and follow-through.
• Ability to maintain confidentiality and handle patient, employee, financial, and organizational information appropriately.
• Valid driver’s license, reliable transportation, and the ability to work onsite and travel regularly among the Corporate Office and clinic locations as assigned. Preferred
• Bachelor’s degree in business administration, healthcare administration, office administration, communications, social or behavioral sciences, or a related field.
• Administrative or coordination experience in nonprofit healthcare, psychiatry, behavioral health, community mental health, ACT services, or another patient-facing healthcare setting.
• Experience coordinating patient appointments, complex schedules, outreach, or administrative workflows in an ACT or healthcare environment.
• Experience supporting executives or senior leaders and coordinating cross-functional projects, meetings, action items, or operational follow-up.
• Experience with electronic health record and scheduling systems; Athena. One experience is preferred.
• Experience supporting more than one office or clinic location and maintaining consistent administrative workflows across sites. ________________________________________ Physical Requirements
• Ability to sit, stand, bend, lift, and move supplies throughout the workday.
• Ability to lift and transport office supplies, packages, and materials up to 30 pounds.
• Ability to travel between Vivia Health locations and external sites as needed. ________________________________________ Working Conditions
• Primarily based at the Vivia Health Corporate Office.
• Regular travel to clinic locations and the Post Office may be required.
• Occasional schedule adjustments may be necessary to accommodate deliveries, clinic coverage, or special projects.
• Frequent interaction with employees, patients, vendors, and leadership. ________________________________________ Other Duties This job description is not intended to be all-inclusive. Employees may perform other related duties as assigned by leadership to support organizational operations and business needs.