Admin Assistant

KEY RESPONSIBILITIES
Patient Services

• Monitor the waiting area and ensure a safe, welcoming environment for all clients and visitors.
  
  
• Monitor and promptly respond to help request notifications submitted by clients through the clinic's app, providing appropriate in-person or administrative assistance as needed.
  
  
• Respond to patient inquiries with sensitivity and professionalism, consistent with the clinic's commitment to mental health support.
  
  

Scheduling & Coordination

• Handle appointment cancellations and rescheduling in a timely and organized manner.
  
  
• Coordinate with clinical staff to optimize daily schedules and minimize patient wait times.
  
  

Administrative Operations

• Answer incoming phone calls, route inquiries appropriately, and manage voicemail communications.
  
  
• Collect, sort, and distribute incoming mail; prepare and send outgoing correspondence as needed.
  
  
• Order, track, and maintain adequate office supply inventory to ensure uninterrupted clinic operations.
  
  
• Complete administrative paperwork accurately, including patient intake forms, insurance documentation, and other clinic records.
  
  
• Maintain organized filing systems for both physical and electronic records in compliance with HIPAA requirements.
  
  
• Utilize office software including Microsoft Office Suite and Google Docs to prepare documents, spreadsheets, and correspondence.
  
  
• Perform data entry and maintain up-to-date patient records in the electronic health record (EHR) system.
  
  
• Support the clinical team with general administrative tasks as assigned.
  
  

EXPERIENCE & COMPETENCY REQUIREMENTS
Experience requirements may vary depending on the clinic's needs. The following qualifications and competencies are generally beneficial for this role:

• Communication Skills: Strong interpersonal and communication skills are essential.
  
  
• Computer Skills: Proficiency in using office software, electronic medical record (EMR) systems, and scheduling software is typically required.
  
  
• Confidentiality: A thorough understanding of the importance of patient confidentiality and strict compliance with HIPAA regulations is mandatory.
  
  
• Problem-Solving: The ability to handle challenging situations — such as upset patients or scheduling conflicts — with patience and effective problem-solving skills.
  
  
• Organizational Skills: Strong organizational skills to manage appointments, patient records, and administrative tasks efficiently.
  
  
• Multitasking: The capacity to handle multiple tasks simultaneously, such as answering phones while managing administrative paperwork or responding to help request notifications.
  
  
• Cultural Sensitivity: Awareness and sensitivity to cultural and diverse backgrounds to ensure equitable, respectful service to all patients.

SCHEDULE

• Monday through Friday, 12:00 PM – 8:00 PM
  
  
• Saturdays: 9:00 AM – 2:00 PM
  
  
• Shift types: Afternoon shift, Morning shift
  
  
• Rotating weekends required; additional weekends as needed

WORK LOCATIONS
This position requires the ability to commute to and work at both clinic locations:

• Peabody, MA 01960  (Required)
  
  
• Malden, MA 02148  (Required)

Benefits (Full time Employee):

• 401(k) Retirement Plan
• Health insurance
• Vision insurance
• Dental insurance
• Life insurance
• Flexible schedule (Offered to Part time)
• Mileage reimbursement (Offered to Part time)
• Paid time off (Offered to Part time)