Intake Coordinator/Administrative Assistant

RESPONSIBILITIES

INTAKE & SCHEDULING (25-30 hours)

• This is the primary and most important aspect of this position
• Understand this role is the first point of contact for all incoming client inquiries and first impressions
• Be efficient, attentive, empathetic, and personable to all incoming client inquiries
• Contact all incoming client inquiries via phone first
• Respond to all incoming client inquiries within 4-6 hours
• Manage all intake calls, emails, schedule changes, inquiries etc.
• Manage the practice schedule and meet weekly session goals (for example Clarity needs to see a total of X number of clients per week) - to be discussed in training

OFFICE (3-5 hours)

• Manage the overall vibe, organization, and flow of the office setting, and team dynamics
• Order and organize office supplies, water, coffee, tea and snacks as needed
• Manage staff birthday calendar and purchase cards and gifts
• Check, open, scan, and send mail to appropriate staff
• Make bank deposits
• Report to leadership & landlord any property or utility items/concerns that require attention
• Communicate and attend meetings regularly with leadership team as necessary
• Assist clinical and administrative staff when needed
• Complete assigned projects and tasks in a timely manner
• Maintain scheduled office hours
• Greet clients as they enter the office, and offer assistance/beverage etc.
• Plan, prepare, set-up, and attend marketing events
• Maintain aesthetically pleasing atmosphere inside and outside of the office setting
• Light cleaning as necessary
• Water plants regularly and ensure they are receiving proper sunlight
• Monitor music, temperature, lights, and sound machines throughout the office
• Gather and empty trash and take out for trash night
• Set-up virtual and in person meetings with links and/or supplies
• Plan staff lunches and meetings
• Set up marketing events
• Additional duties as needed

EXPECTATIONS

• Communicate daily with leadership on an ongoing basis
• Be kind, loving and welcoming to all people coming into and out of the office
• Dress and present yourself professionally
• Wear business professional/casual attire
• Be personable, genuine, nonjudgmental, compassionate, empathetic, and professional
• Strive to see the whole person in all interactions, and work from a holistic therapeutic based model
• Work a flexible evolving schedule
• Pursue professional development
• Participate in consultation and supervision on an ongoing basis
• Maintain: confidentiality, organized and detailed electronic records, and ethical guidelines according to the ASCA national standards
• Utilize the Electronic Health Records system for scheduling appointments, events, meetings etc.
• Become proficient in Google Workspace (Email, Docs, Sheets, Meet)

Job Types: Part-time, Per diem

Pay: $16.00 - $24.00 per hour

Expected hours: 25 – 32 per week

Benefits:

• Disability insurance
• Flexible schedule
• On-the-job training
• Opportunities for advancement
• Professional development assistance
• Work from home

Schedule:

• Monday to Friday
• Weekends as needed

Experience:

• Administrative: 1 year (Preferred)

Work Location: Hybrid remote in Aliquippa, PA 15001