Administrative Support Specialist

Description

About the Position & Its Impact The Administrative Support Specialist is the administrative hub for Onsite's Intensive Outpatient Program (IOP) and the Onsite Group Practice (OGP). You'll manage admissions, scheduling, registration, and billing, and you'll keep communication moving between our clinical, admissions, finance, and operations teams. For someone reaching out for help, the first steps can be the hardest. Paperwork, scheduling, and payment questions can feel overwhelming at a time when they're already carrying a lot. In this role, you make that part easy. You're the steady, warm presence who makes sure every detail is handled, every question gets answered, and every client walks into their first session feeling welcomed and ready to do the work. Behind the scenes, you're also the person clinicians count on to keep things running smoothly so they can give clients their full attention. Your work is a big part of our Healing Hospitality, and it shapes how safe and cared for people feel from the very start.

About the Day-to-Day in This Role

• Guide clients through the final steps of admission, working with the Admissions team to make sure paperwork is complete and clients are placed in the right groups and sessions
• Run front-office operations for outpatient services, including scheduling, room and group setup, attendance tracking, and routing daily voicemails
• Act as the central point of contact for clients, clinicians, and staff, giving clear, timely updates and following through quickly on questions
• Own the client registration and billing process, from pre-admission calls and paperwork review to fee collection, invoicing, and payment
• Enroll clients in Lightning Step and Salesforce and assign therapists with guidance from the Clinical Director
• Help onboard new contract therapists, including paperwork, system setup, and orientation to our administrative processes
• Run routine checks to confirm session notes are completed and submitted on time, and flag anything missing to the Clinical Director
• Support clients using insurance by working with clinicians and outside billing partners on benefits verification and out-of-network coverage, and help clients understand their financial commitments
• Build and maintain billing reports that keep Finance, Clinical, and Admissions informed, and pitch in during month-end reconciliation
• Support case management as the program grows, such as coordinating referrals and helping clients find resources and next steps
• Play an active role in the growth and potential expansion of our Outpatient Services
• Help keep our culture healthy and welcoming as a true “culture keeper” who lives out our ANCHOR values

About Our Benefits & Compensation Package

Onsite Wellness Group offers competitive compensation and benefits including:

• Competitive base compensation with discretionary bonus incentives
• Medical, dental, vision, disability and life insurance offerings
• 401K plan with company match up to 4%
• Attractive Paid Time Off policies
• Ability to participate in Onsite’s workshops
• Company Employee Assistance Program
• And more!

About Onsite Wellness Group Our collective vision is to create an emotionally well world, to reconnect humanity to themselves, to one another and to the world around all of us. Our team members, guides, clinicians and practitioners all work together to serve clients from places near and far all operating under the guidance of our company values, our ANCHOR values. The principes of authenticity, nurturing, courage, humility, openness and resilience steer our decision-making, the norms within our organization and how we gut check our future.

Onsite Wellness Group is a family of brands that provide emotional wellness and hospitality initiatives, in-person and digitally, including Onsite Workshops, Milestones, Onsite Adventures, Onsite Entertainment, The Onsite Foundation, Onsite Digital, Miles Adcox, Human School, Orchard Hill, and The Oaks. The Onsite family of brands provides services to an international client base through the company's transformational emotional wellness experiences that combine some of the country's best therapeutic, wellness, and personal-development minds with its signature healing hospitality. Onsite's mission is to design and deliver transformational experiences that optimize life and build meaning and value into the human experience. Onsite's work has been featured on 20/20, Good Morning America, New York Times, Wall Street Journal, Marie Claire, People, The Doctors, and more. For more information, we encourage you to visit our website at experienceonsite.com. And more…a full job description can be shared during the recruiting process.

Requirements

Ideal Education & Experience for the Role We are open to candidates of all backgrounds who bring strong organizational skills, a service-first heart, and a passion for supporting people on their healing journey. Experience we'd love to see includes:

• 2+ years in healthcare administration, billing, insurance, claims, customer service, or a related role (strongly preferred)
• Experience in admissions, intake, or case management, ideally in a behavioral health setting (strongly preferred)
• Comfort with MS Office and learning new systems
• Current CPR/First Aid certification
• A proactive self-starter who anticipates needs and follows through without being asked
• Excellent attention to detail and the ability to juggle multiple priorities in a fast-paced environment
• Clear, responsive communication with clients, clinicians, and teammates alike