Administrative Assistant

About Us:

Elevate Wellness Collective is a client-centered mental health clinic dedicated to providing compassionate and evidence‑informed care for individuals and families. We are committed to creating a welcoming, safe, and supportive environment for all clients seeking help.

Position Overview

The Administrative Assistant serves as the first point of contact for clients and visitors, supports the daily operations of the clinic, and provides administrative support to clinicians and management. This role also includes assisting with the clinic's social media presence to help engage the community, promote services, and share wellness content.

Key Responsibilities

Front‑Desk & Client Interaction

• Greet clients warmly and professionally.
• Answer incoming phone calls, voicemails, text messages, and emails, responding or routing messages appropriately.
• Provide information about the clinic's services, intake procedures, and answer common questions.
• Support new client intake: schedule appointments, coordinate paperwork, and assist with insurance verification or payments if needed.
• Assist in managing the clinic's social media accounts (e.g., Facebook, Instagram, LinkedIn).

Scheduling & Calendar Management

• Maintain clinicians' appointment calendars — scheduling, rescheduling, cancellations, and appointment confirmations.
• Coordinate clinician and therapy-room availability to ensure smooth daily operations.

Records & Documentation

• Maintain electronic and/or paper client records, ensuring confidentiality and compliance with privacy standards (e.g., HIPAA).
• Manage incoming and outgoing mail, faxes, scans, and document filing.
• Coordinates Pharmacy Refill Requests
• Assist with release of information requests, referrals, and inter-office or external communications.

Office & Operational Support

• Maintain a clean, organized, and welcoming reception/waiting area.
• Monitor office supplies and equipment, restock as needed, and coordinate deliveries.
• Support day-to-day operations: handle general clerical tasks and other duties as assigned.

Support for Clinicians & Staff

• Assist clinicians and administrative leadership with communications, scheduling, reporting, and documentation.
• Participate in staff meetings, take minutes when required, and assist with coordination of clinic events or workshops.

Compliance & Confidentiality

• Maintain strict confidentiality of client information and clinic business per HIPAA and clinic policies.
• Follow clinic protocols for records management, data entry, and secure communication.

Qualifications & Skills

• High school diploma or GED required; additional education (associate's degree or medical administrative certificate) is a plus.
• 1–2 years of experience in an administrative, front-desk, or mental health/medical office preferred.
• Proficiency with computers and office software (Microsoft Office, scheduling software, Excel, EHRs).
• Experience with social media platforms and basic content creation preferred.
• Excellent verbal and written communication skills; professional and client-focused demeanor.
• Strong organizational, multitasking, and time-management abilities.
• Ability to handle sensitive and confidential information with discretion.
• Preferred: familiarity with mental health or behavioral health services, and empathy toward clients seeking therapy.
• Optional: bilingual skills (e.g., Spanish) for serving diverse clients.

Work Environment & Other Details

• Primarily office/clinic setting (reception, clinician offices, waiting room).
• May involve sitting or standing for extended periods, occasional light lifting, and use of standard office equipment.
• Must maintain professionalism, empathy, and a welcoming presence for clients and visitors.

Why Join Elevate Wellness Collective

• Be part of a mission-driven mental health practice dedicated to compassion and client well-being.
• Work collaboratively with a supportive team of clinicians and staff.
• Gain valuable experience in a mental-health clinic setting, with opportunities for growth and professional development.
• Contribute creatively to the clinic's social media and community presence.
• Health Benefits: Medical, Dental, Vision and Life Insurance

Pay: $ $21.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Vision insurance

Work Location: In person