Admin Support Specialist Job Description - Austin, Texas
Full Time Hybrid (In-Person & Virtual)
We are an Austin-based relationship therapy and education center looking for an administrative assistant. We are a dynamic, innovative center that needs a professional, social, outgoing, and organized individual who excels in customer care and communication skills. This is a full-time salaried position with possibilities for advancement in a fast growing and diverse company. We are looking for someone to work with us long term, who is dependable, ethical, and has a passion for serving our mission. We will provide on the job training for all of our specialized tasks. Job duties include managing incoming referrals through multiple sources, coordinating and managing schedules for all associates, some billing and client administration, data entry, research, and program development as needed.
We are looking for an enthusiastic Administrative Assistant to perform a variety of administrative and clerical tasks for our center. Duties of this position include providing support to our Administrative, Executive and Clinical teams, assisting in daily office (in-person & virtual) needs while managing our company’s general administrative activities. The ideal candidate will have excellent oral and written communication skills and be able to organize their work using tools like Google Workspace, Zoom, Zoho CRM while maintaining and upholding NDA and HIPAA compliant practices. Responsibilities include answering phones/voicemails/text messages, client coordinating and scheduling, billing & preparing reports. Other tasks may include program research & development, and assisting executive team with running the business as needed. If you have previous experience as an administrative assistant and familiarity within the mental health professions, we’d like to meet you. Ultimately, a successful candidate will ensure the efficient and smooth day-to-day operations of our center. We are a Hybrid model office with both remote and in-person office hours and we need someone who can maintain a consistent schedule 9:00 am to 5:00 pm on weekdays. We welcome applications from individuals from diverse backgrounds.
Responsibilities --
- Answer and direct phone calls
- Complete and manage incoming referrals using our CRM program
- Manage internal communication and documentation
- Write and distribute email, correspondence and forms
- Assist in the preparation of regularly scheduled clinical and financial reports
- Develop and maintain a filing system for clinical and administrative records
- Maintain and monitor office policies and procedures
- Develop and maintain contact and customer lists
- Manage client scheduling and manage multiple calendars
- Submit and reconcile expense reports and other financial reports as needed
- Act as the point of contact for internal and external customers and vendors
- Liaison between executive, administrative, and clinical associates
Preferred Skills --
- A self-starter, takes initiative, has leadership skills
- Must be able to work independently; Strong work ethic, proactive, and self-sufficient
- Willing to learn and grow with this position.
- Proven experience as an administrative assistant or office admin assistant
- Knowledge of office management systems and procedures especially Customer Relations Management software
- Proficiency in using technology based software such as Google Workspace, Monday.com, Slack, etc.
- Excellent time management skills and the ability to prioritize workload and projects
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multitask
- Solid communication skills both written and verbal
- Friendly, approachable, and dedicated to outstanding customer support
- Ability to be resourceful and proactive in dealing with issues that may arise
- Must be able to work and keep information confidential safeguarding all digital and work information.