Administrative

Responsibilities

• Act as the point of contact among director, employees, and clients
• Manage director’s calendars and schedule client sessions
• Manage phone and email correspondence on behalf of the director and center
• Screens potential clients (clinical, life coaching, and mediation)
• Process client payments and filing insurance claims (online), explaining charges to clients, providing invoices
• Track expenses and office bills – report to bookkeeper, make purchases, record keeping
• Manage undergraduate interns (assign tasks, communicate with university)
• Create official center forms and documents
• Organize and audit client files
• Website management & maintenance
• Manage and coordinate office room schedules
• Assisting in onboarding and training new employees
• Aiding in social media marketing, posting to the center’s Instagram and Facebook pages, using Canva to design infographics
• Restocking supplies/tracking inventory
• Tracking and scheduling marketing events
• Lunch runs: must have a working vehicle, be comfortable with driving new places and places in the surrounding areas, Wylie, Plano, Lucas, etc.
• Coordinating marketing events at local churches, schools, and conferences – attending and setting up and planning
• Other duties as assigned by the Clinical Director

Requirements

• Work experience as an Administrative Assistant, Customer Service Representative, or similar role
• Proficient in technologies: Trello, Google Suite, Zoom, Word, Square, Weebly, Excel, Voxer, Facebook, Instagram, Twitter, Simple Practice, RingCentral, exc.
• Organizational and time management skills
• Familiarity with office gadgets and applications (e.g. e-calendar, copy machines, label makers, sound machines)
• Excellent verbal and written communications skills, comfortable with speaking clearly and loudly to clients in person and on the phone
• Writes professionally in e-mail communication
• Working independently and without detailed oversight, self-starter, make decisions when you can’t reach the director
• Discretion and confidentiality: HIPPA compliance
• High School degree at minimum, ideally interest in pursuing clinical or administrative fields
• Must be comfortable with animals as you will be assisting in caring for our therapy dog