Administrative Coordinator

Wedgwood Christian Services

. Greet clients and visitors checking in at the front desk at the Bouma Counseling Center .

Posted 9/25/2026full-timeGrand Rapids • Michigan • United StatesJunior💰 $20 per hourWebsite

About the role

Key responsibilities & impact

Greet clients and visitors checking in at the front desk at the Bouma Counseling Center
Support client check-in for counseling and psychiatry appointments
Update client demographic information, collect payments, obtain signatures, and process intake documents
Maintain a professional, clean, and organized office environment
Schedule initial and follow-up counseling appointments and reschedule appointments
Respond to referrals and service requests and monitor the intake follow-up queue
Review and confirm insurance eligibility, benefits, copays, deductibles, and out-of-pocket responsibilities
Answer, forward, and document telephone calls and retrieve and respond to voicemail
Respond to internal and external communications and provide information about programs and services
Provide customer service, address inquiries, schedule appointments, process records requests, and resolve issues while maintaining confidentiality and HIPAA compliance
Send routine and customized letters to clients
Process and route incoming and outgoing department faxes
Complete administrative duties including data entry, phone calls, and preparation of treatment and marketing materials
Maintain counseling records in the EMR and record external records promptly
Maintain accurate clinician caseloads, updating intakes, discharges, and service utilization changes
Complete daily department mail runs
Participate regularly in supervision and team meetings
Set up interpreter services for families as needed
Perform other duties as assigned

Requirements

What you’ll need

Associate’s or Bachelor’s degree in a human services area is preferred, but not required
At least 1 year of experience working in the human services field
Prior experience within a human service agency preferred
Excellent verbal and written communication skills
Ability to demonstrate concern and empathy while setting appropriate limits
Commitment to providing excellent services to clients
Strong organizational skills with accuracy and attention to detail
Initiative to identify emerging needs and flexibility to address new needs as they arise
Ability to demonstrate sound judgment, calm demeanor, and problem-solving in new or challenging situations
High level of interest in gaining extensive knowledge of Wedgwood’s Community services
Commitment to identify the best services for the needs of each individual/family
Ability to work well within an interdisciplinary team
Necessary computer-based skills, including setting up and maintaining email systems, database systems, file sharing systems, and calendars
Subscription to the Statement of Faith of Wedgwood Christian Services and agreement with the goal, purpose, and objectives of the agency
Regular, predictable, and reliable attendance
Consistent work schedule and availability during assigned hours
Two evenings required per week

Benefits

Comp & perks

403(b) retirement plan with employer match
Medical Plans with great coverage options
Free supplemental virtual PCP care with medical plan
Flexible Spending Accounts
Health Savings Accounts
Dental and Vision plans
Pet insurance
Legal insurance
A Locally Partnered Employee Assistance Program
Competitive paid time off
Direct deposit
Federal Student Loan Forgiveness through PSLF
Paid Holidays
Short term disability
Long term disability
Life insurance up to 2x your annual salary
No-cost, employer paid training and re-certification provided to staff
Full gymnasium and state-of-the art 24-hour wellness center available to staff at no cost
Walking trail around the campus
Application and tuition fee discounts for several local colleges and universities for employees and, in some cases, family members