Job Description

Location:

On-Site Only (No Remote Work)

Schedule:

Monday through Wednesday, 9:00 AM - 5:00 PM (Additional hours may occasionally be available)

Position Overview:

We are seeking a dedicated and detail-oriented Administrative Support Specialist to join our team. This role is integral to the smooth operation of our therapy practice, providing essential administrative and client-facing support. The ideal candidate will be proactive, dependable, and capable of managing a range of administrative responsibilities with minimal supervision.

Primary Responsibilities:

Answer incoming phone calls and assist clients with scheduling, cancellations, billing inquiries, and general questions. Assist new clients in the intake process, ensuring all necessary documentation is completed. Send welcome letters to all newly scheduled clients as part of the onboarding process. Respond to email inquiries (e.g., from EAPs) regarding therapist availability and scheduling. Review and mark all unread messages in the CRM (TherapyAppointment). Contact all new opportunities that have not yet scheduled an appointment. Document all client communications and follow-up needs. Ensure intake paperwork is completed and continuity of care forms are faxed as needed. Confirm that appointment dates are correctly entered and verified in the system. Follow up with therapists to confirm notes are completed and up to date. Track client attendance and retention and communicate necessary outreach to therapists.

Secondary Support Responsibilities:

Perform basic design tasks using Canva, such as birthday cards, anniversary flyers, and internal communications. Pull monthly reports from TherapyAppointment and update tracking spreadsheets. Help maintain internal templates and SOP documentation for administrative workflows. Attend occasional internal training or support meetings as required.

Qualifications:

Previous experience in an administrative, receptionist, or office support role preferred. Strong communication and interpersonal skills. Comfortable using email, phone, and customer service communication tools. Basic knowledge of tools such as Canva and Google Workspace preferred. Familiarity with therapy practice software (e.g., TherapyAppointment) is a plus. Detail-oriented with strong organizational skills. Willingness to learn new systems and processes.

Compensation:

Hourly wage commensurate with experience.

Pay: $14.00 - $16.00 per hour

Expected hours: 27.0 per week

Work Location: In person