Job Application: Administrative Assistant

Position Overview

This in-person role is ideal for someone who thrives in a supportive, client-centered environment and enjoys both administrative tasks and relationship-building. The Administrative Assistant will handle front-office responsibilities to ensure smooth operations while taking initiative on development efforts to strengthen our presence among local organizations, schools, healthcare providers, and community groups.

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Key Responsibilities

Administrative & Office Support (Primary Focus – ~60–70% of time)

• Manage the front office and waiting room: greet clients warmly, maintain a welcoming and confidential environment, and ensure the space is tidy and professional.

• Handle client scheduling using our electronic health record (EHR) system: book, reschedule, and confirm appointments; manage waitlists and intake inquiries.

• Assist with billing tasks as needed: verify insurance benefits, process payments, prepare superbills, and track outstanding balances (training provided; full billing may be outsourced).

• Answer phone calls, emails, and voicemails promptly and professionally; screen and route inquiries appropriately.

• Perform general office duties: filing, supply ordering, mail handling, and maintaining HIPAA-compliant records.

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Development & Community Outreach (Secondary Focus – ~30–40% of time)

• Engage in development coordination to expand our community presence: research and identify local organizations (e.g., schools, nonprofits, wellness centers, primary care offices) for potential partnerships or referrals.

• Support basic marketing content development: draft or edit social media posts, newsletter content, blog ideas, or website updates under the therapist's guidance.

• Set up initial outreach: prepare informational packets, schedule introductory meetings/calls, gather contact info, and follow up on leads.

• Coordinate community involvement opportunities: track events, workshops, or speaking engagements; assist in organizing or promoting practice-hosted events.

• Build and maintain a database of community contacts and referral sources to support long-term growth.

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Qualifications & Requirements

• High school diploma or equivalent required; associate's or bachelor's degree in business administration, communications, psychology, social work, or related field preferred.

• 1–2+ years of administrative or office support experience (healthcare, mental health, or customer service preferred).

• Strong interpersonal skills with a warm, empathetic, and professional demeanor; comfortable interacting with clients in person.

• Excellent organizational and time-management abilities; ability to multitask in a calm, confidential setting.

• Proficiency with Microsoft Office/Google Workspace, email, and scheduling software (EHR experience like SimplePractice, TherapyNotes, or similar is a plus but not required—training provided).

• Familiarity with HIPAA regulations and commitment to client privacy and confidentiality.

• Proactive mindset with initiative for outreach and relationship-building tasks.

• Reliable transportation and availability for in-person work during business hours (e.g., Monday–Friday, flexible scheduling around 30 hours).

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Ideal Candidate Traits

• Passionate about mental health and community well-being.

• Detail-oriented yet flexible.

• Discreet, trustworthy, and able to handle sensitive information.

• Enthusiastic about contributing to practice growth.

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Position Details

• Hours: 30-35 hours per week, in-person

• Schedule: Monday—Friday from 9am to 5pm most days, some flexibility will be allowed.

• Compensation: $20-$25/hour, dependent upon experience.

• Benefits: Generous PTO & Sick Leave