DIVISION: Administration / Academy

REPORTS TO: VP of Educational Services 

SUPERVISES: None

EXEMPTION STATUS: Non-Exempt 

POSITION SUMMARY: The Front Desk Receptionist serves as the first point of contact for Behavioral Health Allies and plays a critical role in maintaining a safe, organized, welcoming, and professional front office environment.

This role is responsible for managing visitor check-in procedures, maintaining building security at entry points, monitoring student attendance, coordinating office supply management, supporting purchasing processes, assisting with event logistics, and providing administrative support across departments.

The Front Desk Receptionist must demonstrate strong organization, professionalism, emotional regulation, attention to detail, and alignment with BHA’s Core Values. This role directly impacts safety, compliance, family experience, and operational efficiency.

QUALIFICATIONS:

Education & Experience:

• High School Diploma or GED required

• 1–3 years of front desk, receptionist, administrative, school office, or customer service experience preferred

• Experience in healthcare, education, or behavioral health setting preferred

Skills & Competencies

• Strong communication and presentation skills (written, verbal, and visual) with a compassionate, professional demeanor.

• Microsoft Office proficiency (Word, Excel, PowerPoint, Outlook)

• Ability to manage competing priorities in a fast-paced environment

• Strong organization and time management skills

• High attention to detail 

• Ability to maintain confidentiality and exercise sound judgment

• Strong interpersonal skills with families, students, staff, and visitors

• Ability to remain calm and professional in high-traffic or high-stress situations

KEY RESPONSIBILITIES:

Empower Through Innovation

• Maintain accurate daily student attendance records and arrival logs

• Utilize digital systems to track visitor check-in/check-out and badge processes

• Identify inefficiencies in front desk workflows and recommend improvements

• Support organization-wide administrative systems with accuracy and consistency

• Assist in organizing digital and physical filing systems

Integrity in Action

• Ensure all visitors are properly screened, signed in, and issued badges per safety protocol

• Maintain strict confidentiality regarding student, client, and employee information

• Follow all compliance procedures related to attendance documentation and visitor access

• Accurately process incoming and outgoing mail and deliveries

• Support purchasing and supply tracking with attention to budget awareness

Advocate with Passion

• Provide a welcoming, professional experience for families, visitors, vendors, and community partners

• Serve as a helpful and respectful first point of contact for phone calls and in-person inquiries

• Route communications promptly and accurately to appropriate staff

• Support family engagement by ensuring smooth check-in, dismissal, and communication processes

Leaders in Learning

• Participate in required trainings (HIPAA, safety, compliance, etc.)

• Learn and maintain proficiency in attendance and visitor management systems

• Seek feedback from supervisor to improve efficiency and organization

• Stay informed on office best practices and customer service standards

Compassionate Care, Always

• Maintain emotional regulation and professionalism during busy arrival/dismissal times

• Demonstrate patience and empathy with students, families, and staff

• Support crisis situations by following established safety and communication protocols

• Maintain a calm and organized front office environment

Sustainable Growth, Lasting Impact

• Monitor office supply levels and proactively reorder as needed

• Maintain inventory of front office and administrative supplies

• Assist with organizational purchasing and vendor coordination as assigned

• Support planning and logistics for events, meetings, and staff initiatives

• Ensure front desk operations reduce disruption and improve organizational flow

FUNCTIONAL RESPONSIBILITIES

Front Desk & Visitor Management

• Greet all visitors and ensure secure building entry

• Monitor front entrance and maintain safety protocols

• Issue visitor badges and track entry/exit

• Answer and route incoming phone calls professionally

• Maintain clean and organized front office space

Student Attendance & School Support

• Record and monitor daily attendance

• Track student arrivals and departures

• Communicate attendance discrepancies to appropriate staff

• Maintain accurate documentation for compliance purposes

Office Administration & Supplies

• Monitor, restock, and organize office and classroom supplies

• Coordinate supply orders and purchasing requests

• Assist with vendor orders and tracking

• Process incoming and outgoing mail and packages

• Provide general clerical support (copying, scanning, filing, document preparation)

Event & Operational Support

• Assist with logistics for meetings and events (materials, setup, hospitality)

• Support internal initiatives as assigned

• Provide cross-departmental administrative assistance

OTHER DUTIES

• Perform other duties and special projects as assigned to support organizational initiatives

• Attend required meetings, trainings, and professional development sessions

• Model professionalism, accountability, and BHA Core Values in all work performed

• Uphold BHA’s mission and values in all work performed

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits & Perks

• Medical, Dental & Vision insurance
• 401(k), HSA, and Flexible Spending Account options
• Short- and Long-Term Disability coverage
• PTO and Sick Time accrue starting Day 1
• $100 monthly wellness spending account after 90 days
• OnDemand Pay (access pay when needed)

Starting Pay: Our compensation is competitive within the market. The starting rate for this position begins at $17.42/hr with your final offer based on a combination of your education, relevant experience, and overall qualifications.