[Hiring] Administrative Assistant @Pyramid Healthcare

Role Description

This role will require the applicant being hired to reside in the state of Pennsylvania.

Schedule: Tuesday-Saturday 4:00 pm - 12:00 am

The Administrative Assistant (Remote) responds to incoming calls and emails, provides program information, and directs inquiries to the appropriate departments. This role verifies and documents client information, supports coordinated communication across teams, and maintains a calm, professional, and confidential approach when assisting individuals and families.

Essential Duties and Responsibilities:

• Answer incoming phone calls, emails, and inquiries from families, referral sources, and stakeholders in a professional, compassionate manner.
• Provide general program information, clarify next steps in the admissions or referral process, and answer questions as appropriate.
• Review client records to confirm information (e.g., admission status, appointment times, assigned clinician, discharge plans) when authorized.
• If unable to answer a question directly, identify and connect the caller with the appropriate department or staff member.
• When necessary, gather accurate information and ensure a timely follow-up call or email with the requested details.
• Maintain a calm, empathetic, and solutions-focused demeanor, especially in emotionally charged conversations.
• Document all calls, messages, and follow-ups in the electronic health record (EHR) or customer management system.
• Ensure accurate logging of contact information, call outcomes, and follow-up actions.
• Coordinate with internal departments (admissions, clinical, medical, billing, etc.) to ensure consistent communication across the organization.
• Maintain updated knowledge of programs, services, and points of contact across all service lines.
• Must exercise discretion and maintain confidentiality with regard to all company information.
• Completion of all required trainings as designated by the company and accreditation/licensing entities.
• Other duties as assigned.

Qualifications

• High School diploma required. Bachelor’s degree preferred.
• Experience in administrative functions preferred.
• Experience within the behavioral healthcare field preferred.

Requirements

• Strong verbal and written communication skills; able to interact with empathy and professionalism.
• Proficient in data entry and able to learn electronic systems quickly.
• Strong attention to detail, organization, and follow-through in a remote work environment.
• Ability to manage sensitive information and maintain confidentiality.
• Works collaboratively with internal teams and adapts to changing needs and priorities.

Benefits

• Medical, Dental, and Vision Insurance
• Flexible Spending Accounts
• Life Insurance
• Paid Time Off
• 401(k) with Company Match
• Tuition Reimbursement
• Employee Recognition Programs
• Referral Bonus opportunities
• And More!

Company Description

Pyramid Healthcare is dedicated to offering the highest quality of care to those we serve. A focus on client-focused care establishes our family of brands as respected leaders in addiction treatment, mental health recovery, and eating disorder treatment modalities.

Pyramid Healthcare offers comprehensive behavioral healthcare defined by supportive environments that offer patients the strength they need to overcome life’s challenges.