Administrative Assistant and Intake Coordinator

Location: Hybrid (80% remote, 20% in-person — mostly Oakland, CA and sometimes throughout the SF Bay Area)

Job type: W2 part-time, 10–15 hours per week (Monday–Friday; some weekend availability as needed)

About the role

We are seeking a highly organized, detail-oriented, and empathetic Administrative Assistant & Intake Coordinator to join our team. This role is vital in ensuring smooth day-to-day operations of the practice and providing a welcoming, supportive first point of contact for new clients. The ideal candidate will possess exceptional administrative skills, strong interpersonal abilities, a passion for helping others, and will be fluent in Spanish.

Responsibilities

• Intake Coordination
  • Serve as the first point of contact for prospective clients via phone, email, and website inquiries.
  • Conduct intake interviews to assess client needs and match them with appropriate therapists.
  • Schedule initial appointments and provide clients with necessary paperwork and information.
  • Maintain accurate and confidential client records.
  • Maintain accurate record of intake data.
• Administrative Support
  • Manage the practice’s phone and email communication efficiently and professionally.
  • Coordinate therapist schedules and appointment bookings.
  • Handle billing, Regional Center verification, and payment processing.
  • Assist with development of forms and organizational systems including creation of a training manual for this position.
  • Support practice-wide projects and initiatives as needed.
• Client Relations
  • Provide a warm, welcoming presence for clients and visitors.
  • Address client inquiries and concerns with sensitivity and professionalism.
  • Ensure clients receive timely follow-up and clear communication.
• In-Person Responsibilities
  • Inventory office supplies and art supplies.
  • Water office plants.
  • Table at provider fairs and events throughout the SF Bay Area (mostly East Bay), educating the public about our services.
  • Assist at community-based workshops, trainings, and events including photo and video documentation.
  • Keep accurate record of all work completed.
  • Meet with EBAT director/supervisor once per week for updates/coordination.
• Other duties as needed.

Requirements

• Associate’s degree.
• Previous experience in an administrative or intake coordination role, preferably in a healthcare or mental health setting.
• Exceptional organizational and multitasking skills.
• Strong written and verbal communication abilities.
• Proficiency with Microsoft Office Suite including Excel and practice management software/electronic health records systems (Simple Practice).
• Ability to handle sensitive information with confidentiality and care.
• Empathetic and patient demeanor with a client-first mindset.
• Knowledge of mental health terminology and services.
• Local to the SF Bay Area with a reliable means of transportation.
• Creative and understands the healing power of the arts first-hand.

Preferred Qualifications

• Bilingual in Spanish.
• Bachelor’s degree.
• Experience working in a mental health therapy practice.
• Experience using CRM software (Customer Relations Management software e.g., TherapyFlow).
• Experience using an EHR (Electronic Health Records System e.g., Simple Practice).
• Post-secondary coursework in psychology, behavioral health, and/or child development.
• Post-secondary coursework in business administration.

Benefits

• Competitive salary based on education level and experience.
• Supportive and collaborative work environment.
• Roth IRA (Retirement Account).
• Life Insurance.
• 1 hour of sick pay for every 30 hours worked.
• Free EBAT Merch!

Pay

$25–28 per hour