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Emily Program

Office Coordinator, Woodbury

This job has now expired

Emily Program
Thursday, April 25, 2013
Saturday, May 25, 2013
Woodbury, MN
Employment Status

Further information

Position Summary:

The Office Coordinator at The Emily Program supports the front-of-house operations and is the first-point-of-contact for support functions – ie. Operations, Facilities, Administrative Services, etc.

Duties Include:

Front Desk:

  • Greet clients in person and via phone and make them feel welcome at The Emily Program.
  • Consistently maintain and improve the appearance and feel of The Emily Program’s office for clients and staff members by:
    • Straightening magazines/books/newspapers in lobby
    • Dusting, cleaning, straightening lobby (e.g., fluff pillows, pick up trash)
    • Straightening/organizing group rooms throughout each day
    • Organizing/cleaning kitchens (supply cabinets, refrigerators, counters)
    • Making sure lights are on in all group rooms, kitchens, waiting areas
    • Making sure music is on in lobby
    • Cleaning refrigerators/throwing away food each Friday
  • Answer incoming calls, direct calls, and provide assistance to caller (directions, general information about programs, etc.) in a friendly, caring and helpful manner
  • Set up new clients in Next Gen and schedule their first appointments
  • Schedule, confirm, and cancel appointments for clients
  • Administer and score psychological testing
  • Various typing projects
  • Maintain inventory of office supplies and place orders
  • Maintain/organize office paperwork supplies (progress notes, brochures, educational articles)
  • Manage Accounts Receivable (co-pays, credit card payments)
  • Archive charts as necessary
  • Maintain communication with and provide direction to administrative assistant
  • Report questions, ideas, and concerns to supervisor
  • Attend all staff meetings
  • Various projects as assigned by supervisor and other staff members

Client Care:

  • Verify insurance benefits (for new clients and insurance changes)
  • Manage waitlist for Initial Assessments, Nutritional Counseling, other services
  • Help clients navigate through benefits, insurance questions, direct them on when appropriate
  • Send ROI/letters to outside providers, write up MD letters
  • Point of contact for TEP transferring clients – coordinating care


  • Technology assistance – Troubleshooting for office concerns/needs
  • Compliance checks (charting), additional support
  • Office training – support for clinicians for implementing TEP wide changes (Tech, Charting, Intake processes, testing, EHR, etc)
  • Office maintenance (Point of contact for arranging/scheduling, fix smaller concerns)
  • Monitor and maintain office supplies (office materials, kitchen, group items)

Experience & Education:

  • Bachelor’s degree preferred
  • 2+ years experience in an administrative support or customer service role required, preferably in an office setting with responsibility of answering incoming calls
  • Significant experience using Microsoft Office - Word, Excel, PowerPoint, Outlook. Ability to learn and adapt to internal software programs


  • Detail-oriented with excellent organizational skills and the ability to prioritize and work under pressure
  • Excellent written and verbal communication skills that allow successful interaction with all areas of the organization and with clients
  • Solid interpersonal skills with the demonstrated ability to develop and maintain productive relationships
  • Work independently and very proactively with minimal direction/supervision
  • Customer service focus; positive attitude, warm and caring demeanor
  • Strong attention to detail, follow-through, and commitment to quality
  • Flexibility and sensitivity to detail and deadlines in a multitasking environment
  • Demonstrate initiative (e.g., in starting tasks, asking questions, identifying and discussing problems, ability to structure own work, stay on task)
  • High level of enthusiasm and energy; professional
  • Demonstrates a "can-do" spirit, a sense of optimism, ownership, and commitment

Emily Program

Recognized as a StarTribune Top Workplace in 2012 and 2013