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SalaryMake an impact! Meet people at their point of need! Join our dynamic team!
Primary Responsibility:
The Counseling Office Administrative Assistant is responsible for serving as the front-line customer service, hospitality, and administrative contact for all clients, providing a friendly, consistent, and welcoming presence. COAA is a key role coordinating important client information and communications for the Counseling & Wellness Center, the clinical team, and administrative team as a key member to our organization. Part time 29 hours weekly, Monday-Friday 8:45am - 5:00pm
Job Responsibilities:
Greet all Counseling and Wellness clients and staff with a friendly, consistent & welcoming presence while also gathering relevant information, scheduling, and taking payments.
Responsible for all inbound communications to Counseling & Wellness including all phone calls, texts, crisis calls, voicemail, emails, and walk-ins. Return responses w/in 24 hours.
Update and maintain welcome area fliers with current information.
Manage scheduling for all new clients and current clients of specific clinicians, physicians, and coaches.
Collect all required paperwork, creating charts for patients, updating agreements, ROI’s, consents and ensuring OQ screening delivery and reporting.
Direct and/or retrieve appropriate information for clients and walk-ins.
Maintain cleanliness overall across Counseling Center’s waiting area, office area, and other shared areas. Prepare front office and therapy rooms each day.
Responsible for all administrative aspects of pre-meeting communications and set up including providing Zoom link, Owl Labs camera, taking and sending summary meeting minutes.
Ensure supplies are available and stocked for the office and clinicians. Reordering as necessary.
Manage referral process, resource list and clinical record requests.
Organize office and files as needed.
Assist with administrative and office tasks and projects.
Train new staff and volunteers in front office duties and procedures
Other responsibilities as assigned.
Expectations:
Passionately live out the vision and values of the Christian Center through this role and cast that vision to your team and clients of the Center and to the public.
Professional demeanor with empathy and compassion as core values.
Foster a positive attitude toward change, accepting change with grace and excitement.
Able to maintain strict confidentiality in all matters.
Qualifications:
A self-starter with excellent organizational and administrative skills, able to plan and manage multiple tasks, prioritize duties.
Good computer skills, familiar with social networking, website management, competent in Microsoft Office Suite, especially MS Word, Excel, and PowerPoint. Experience a plus in Electronic Medical Records.
Strong relational, interpersonal, telephone, and written skills expressed with warmth and confidence.
Ability to work independently and collaboratively in a multi-task environment and maintain a positive attitude in an environment that embraces change.
Hourly wage based on experience.
Reports to: Assistant Counseling Program Director.
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