Inpatient Behavioral Health Administrative Assistant

Department:          Behavioral Health

FLSA Status:           Non-Exempt

Work Schedule:     Full-Time

Reports to:              Inpatient Behavioral Health Director

Wage Range:         $28.10 - $37.67/hr DOE/DOQ

Revised Date:        October 2025

About the Company

The Healing Lodge of the Seven Nations is a youth residential treatment facility which provides a safe and caring healing environment for adolescents.  Located on 51 acres, our wellness program provides a peaceful environment for treatment balanced in traditional, cultural and spiritual values and practices. These values and practices foster respect, honesty, generosity, strong cultural identification and hope for positive life changes.  The Healing Lodge treatment program integrates traditional, spiritual and cultural values with chemical dependency and mental health counseling to create a holistic approach toward healing.  Residents include both Native American and non-Native from all areas of the country.

Benefits 

• Full Medical, Dental and Vision benefits after 60 days employment

o HL7N pays 100% of the insurance premium for Full-time Employees (30 hours+).  

o HL7N pays $6000 of out of pocket healthcare costs for medical, dental or vision utilizing the Navia Debit Card .  

• $75,000 Life Insurance, Short and Long-Term disability after 90 days. HL7N pays 100% of the premium for Full-Time employees (32+ hours. 

• Annually Employees receive 12 paid holidays; 20 Paid-Time-Off (PTO) days per year after the employee has been employed FTE (32 hrs.+) and achieve successful 90-days performance evaluation rating. 

• 403(b) Thrift Savings Plan with the HL7N maximum pension contribution of 6%, completed 12 months of employment (at least 1,000 hrs.) and successful performance evaluation rating.  

• Healing Lodge employment may qualify for the federal Public Service Loan Forgiveness (PSLF) program as well as loan repayment through Health Resources and Services Administration (HRSA)  

About the Position

The Administrative Assistant provides high-level support to the Director of Behavioral Health Services, ensuring smooth operations across the Substance Use Disorder Program, Behavioral Intervention Specialist Program, and Admissions/Intake. This role is essential to maintaining compliance, coordination, and communication within a dynamic adolescent residential treatment environment. The ideal candidate is detail-oriented, proactive, and committed to supporting culturally responsive, trauma-informed care.

Essential Duties and Responsibilities include the following.  Other duties may be assigned.

1. Manage the Director’s calendar, schedule meetings, and coordinate departmental events and manage staff training schedule.

2. Assist with preparation of reports, audits, and presentations for the Executive Director and Board of Directors.

3. Maintain organized records and documentation for compliance with regulatory standards when requested by Director.

4. Support budget tracking by compiling expenditure reports, monitoring census data, and coordinating with Finance.

5. Help analyze departmental data and prepare summaries for productivity, census trends, and performance metrics.

6. Coordinate logistics for department-wide training, meetings, and quality improvement initiatives.

7. Serve as a communication between the Director, clinical supervisors, program managers, and external partners.

8. Uphold confidentiality and professionalism in handling sensitive patient and staff information.

9. Assist with onboarding and administrative support for new hires within the department, including scheduling.

10. Respond to operational needs and assist with problem-solving coordination across departments.

11. Maintain a high level of respect, professionalism and collaboration across all levels of the organization. 

12. Actively support organizational initiatives and employee engagement activities to promote positive workplace culture and team cohesion.

Position Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.

• Minimum 3 years of administrative experience, preferably in healthcare, behavioral health, or social services.

• Strong organizational and time-management skills with the ability to multitask and prioritize effectively.

• Proficiency in Microsoft Office Suite and knowledge in electronic health record systems.

• Excellent written and verbal communication skills.

• Ability to work collaboratively in a multidisciplinary, culturally diverse team.

• Experience with budget tracking, purchase order processing and financial documentation preferred.

• Commitment to trauma-informed, youth-centered care and ethical practice.

Certificates, Licenses, or Registrations:

• Must maintain a valid unrestricted Washington State Driver’s License for travel and the usage of agency/GSA vehicles.  

Computer Skills: 

To perform this job successfully, an individual must be proficient in MS Office Suite, including Outlook, Word, Excel, & PowerPoint.   

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this Job, the employee is regularly required to talk and hear; use hands to finger, handle, or feel; reach with hands and arms; sit, stand, and walk; and lift up to 10 pounds.  Specific vision abilities required by this job include close vision and ability to adjust focus.  

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work is generally performed in an indoor office and/or patient care environment.  The noise level in the work environment is generally moderate; normal-level conversation occurring frequently.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.  The Healing Lodge believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. This position description is designed to outline primary duties, qualifications and job scope, but not limit our employees nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of the company.