Administrative and Referral Support Assistant

Position Overview

Recovery Resources Network is seeking a highly organized and detail-oriented Administrative and Referral Support Assistant to support referral coordination, administrative operations, data management, communications, and social media outreach.

This position helps maintain accurate referral records, coordinate follow-up, support communication with clients and community partners, manage administrative information across approved systems, and ensure that public-facing content is entered and tracked accurately. The ideal candidate is dependable, professional, comfortable managing multiple priorities, and committed to protecting confidential information.

Key Responsibilities

Referral and Administrative Support

• Receive, organize, and process new client referrals.
• Enter referral information accurately and promptly into Solutionize TeamPatient.
• Track referral status, follow-up dates, required documents, insurance information, placement activity, and assigned responsibilities.
• Document client-related calls and communications in TeamPatient.
• Complete follow-up calls and communications with referral partners, clients, families, providers, and community partners as directed.
• Maintain accurate referral timelines and identify missing or outstanding information.
• Schedule meetings, appointments, interviews, and follow-up activities.
• Prepare approved correspondence, forms, reports, agendas, and administrative documents.
• Support daily office operations and special projects assigned by leadership.
• Escalate urgent concerns, incomplete referrals, placement barriers, and unresolved issues to the appropriate RRN team member.

Data Entry and Records Management

• Enter information accurately and promptly into approved systems.
• Review records for completeness, consistency, and duplicate entries.
• Update contact information, referral status, follow-up activity, and administrative notes.
• Maintain organized electronic files in accordance with RRN procedures.
• Use approved templates, naming conventions, and documentation standards.
• Verify information before saving, submitting, or distributing records.
• Protect confidential information and follow minimum-necessary-information procedures.
• Report data-entry errors, access concerns, or system issues promptly.

Social Media and Outreach Support

• Enter and maintain approved social media content in RRN CONNECT’s designated content calendar or scheduling platform.
• Accurately input captions, dates, times, hashtags, links, campaign information, and platform-specific details.
• Schedule approved posts across designated social media platforms.
• Maintain social media tracking spreadsheets and reports, including post dates, content categories, campaign names, links, and engagement information.
• Track published, scheduled, revised, and canceled posts.
• Enter approved community events, announcements, resources, and outreach activities into social media systems.
• Monitor assigned accounts for basic administrative activity, including comments, messages, tags, and engagement.
• Route clinical, crisis-related, confidential, or sensitive inquiries to the appropriate RRN team member without providing unauthorized advice.
• Ensure all content is entered exactly as approved and contains no protected client information.
• Maintain consistent spelling, grammar, formatting, branding, and accessibility standards.
• Assist with basic social media reports covering posting frequency, reach, engagement, and campaign performance.
• Confirm leadership approval before scheduling or publishing content.

Client names, photographs, diagnoses, treatment information, referral details, insurance information, and other confidential information must not be posted without written authorization and organizational approval.

Systems and Data Responsibilities

Solutionize TeamPatient

Solutionize TeamPatient is RRN CONNECT’s secure system of record for client and referral activity. Responsibilities include:

• Entering referrals promptly and accurately.
• Documenting client-related calls and communications.
• Maintaining referral status, contact attempts, insurance information, required documents, placement activity, follow-up dates, and assigned responsibilities.
• Uploading referral documents only through approved TeamPatient procedures.
• Creating and managing follow-up tasks.
• Alerting the appropriate team member when documentation is incomplete or a referral requires immediate attention.
• Maintaining a complete and accurate referral timeline.
• Following TeamPatient access controls and confidentiality requirements.
• Never exporting, photographing, downloading, copying, or transmitting client information outside approved RRN systems without authorization.

Little Green Light

Little Green Light is used for nonclinical organizational relationship management, including:

• Donor and fundraising records.
• Community-partner contacts.
• Treatment-provider and organizational relationships.
• Outreach history.
• Event and meeting records.
• Grant-related contacts.
• General relationship-management activities.

Client medical information, diagnoses, treatment history, insurance records, referral narratives, clinical notes, and placement documentation must not be entered into Little Green Light.

Slack

Slack is used for workflow communication and hourly accountability. Client-related updates must use an RRN-assigned client identification number rather than a client’s full name.

Detailed client information, diagnoses, insurance information, referral documents, and clinical discussions must remain in TeamPatient.

Google Workspace

Google Workspace is used for approved administrative functions, including:

• Calendar management.
• Meeting scheduling.
• Nonclinical meeting agendas and minutes.
• General organizational documents.
• Approved templates and resource directories.
• Nonclinical spreadsheets and administrative reports.
• Social media content calendars and approved outreach-tracking documents.

Information from TeamPatient must not be transferred into Google Docs, Sheets, Drive, Gmail, Slack, social media platforms, or any other system unless the specific workflow has been approved by RRN leadership.

Required Qualifications and Skills

• High school diploma or equivalent; additional training in administration, communications, marketing, or human services is preferred.
• Experience in administrative support, data entry, referral coordination, customer service, communications, or social media support.
• Strong attention to detail and commitment to accuracy.
• Ability to enter, organize, and maintain information across multiple systems.
• Familiarity with social media platforms and content-scheduling tools.
• Ability to follow written procedures and protect confidential information.
• Strong written and verbal communication skills.
• Professional, respectful, dependable, and service-oriented work style.
• Ability to manage competing priorities and meet deadlines.
• Basic proficiency with Google Workspace, spreadsheets, email , calendars, and online databases.
• Ability to learn and use Solutionize TeamPatient, Little Green Light, Slack, and approved social media tools.
• Ability to work independently while communicating effectively with the RRN CONNECT team.

Preferred Qualifications

• Experience in behavioral health, healthcare, social services, nonprofit administration, or referral coordination.
• Experience with electronic health records or secure referral-management systems.
• Experience with donor or relationship-management databases.
• Experience entering, scheduling, and tracking social media content.
• Familiarity with privacy, confidentiality, HIPAA-related practices, or protected information.
• Experience preparing basic social media or outreach reports.
• Experience working with community partners, treatment providers, or referral sources.

Performance Expectations

Success in this role will be demonstrated by:

• Accurate and timely entry of referral and administrative records.
• Consistent completion and documentation of follow-up tasks.
• Accurate entry, scheduling, and tracking of approved social media content.
• Public-facing content that reflects approved messaging, accurate information, and RRN CONNECT branding.
• Consistent protection of confidential and protected information.
• Professional, timely, and appropriate communication.
• Prompt identification and correction of data-entry errors.
• Completion of required hourly updates and workflow communication.
• Appropriate escalation of questions, risks, urgent concerns, and unresolved issues.
• Reliable, organized, accountable, and respectful interactions with clients, families, referral sources, community partners, and coworkers.