Administrative Assistant (ZR_19655_JOB)

This is a remote position.

Job Summary:

The Administrative Assistant is responsible for ensuring smooth operations across multiple administrative functions, including client engagement, scheduling, document management, HR support, billing, and marketing coordination. This role is not a creative marketing or social media strategist position but focuses on executing administrative tasks related to marketing and outreach.

Key Responsibilities:

Client Engagement & Retention

• Weekly Follow-Ups with Consultation Clients – Contact clients who booked consultations to gather feedback, confirm follow-up appointments, or provide additional service information.
  

• 3-Month Follow-Ups – Check in with clients three months after their initial session to assess satisfaction and address ongoing concerns.
  

• Email Appointment Reminders – Send morning emails reminding clients to ignore the Jane email link and expect a phone call from their therapist instead.
  

Administrative Operations

• Procedural Manuals
  

  • Develop and maintain procedural manuals for all administrative processes.
    

  • Create and regularly update a Jane Manual covering key functions like scheduling, invoicing, and client management.
    

• Intake Form Management
  

  • Ensure all forms are completed before a client’s first session.
    

  • Verify that new clients have a credit card on file and all necessary intake forms are thoroughly completed.
    

• New Hire Setup
  

  • Add new hires to Jane, Grasshopper, Psychology Today, and WiseStamp.
    

  • Ensure proper onboarding and payroll system integration.
    

• Therapist Support
  

  • Serve as the primary administrative support for therapists, addressing inquiries and procedural needs.
    

  • Regularly check in with therapists to ensure they have the necessary resources for client care.
    

• Policy Updates
  

  • Communicate and implement changes to clinic policies and procedures.
    

HR & Recruitment

• Job Postings – Post job openings on platforms like Indeed and LinkedIn.
  

• Preliminary Interviews – Conduct initial screening calls or virtual interviews before referring candidates to the Clinical Director.
  

Finance & Accounts Management

• Accounts Receivables – Track outstanding balances and follow up with clients via email or phone.
  

• Billing Oversight – Ensure accurate billing and resolve any invoicing discrepancies.
  

Marketing & Referral Building (Administrative Execution Only, No Creative or Strategic Work)

• Marketing Tracker Updates – Update monthly reports to track marketing campaign performance and client acquisition trends.
  

• Referral Building – Identify and reach out to referral sources like schools, physicians, and community organizations.
  

• Local Conventions Coordination – Research and organize participation in industry events, health expos, and conventions.
  

• Social Media Management – Schedule and post updates on social media platforms, track engagement metrics, and monitor audience interactions. (This role does not require creating content or setting marketing strategies.)
  

Client Success Support

• Client Preparation – Ensure all new clients have completed required forms and provided a payment method before their initial session.
  

• Pre-Session Coordination – Confirm necessary pre-session details and ensure clients have all relevant information.
  

Operational Efficiency

• Policy Compliance Checks – Periodically audit client files and staff processes for compliance with clinic policies.
  

• Email & Communication Management – Send targeted emails and texts related to appointments, billing, and clinic updates.
  

• Therapist Collaboration – Regularly check in with therapists regarding their schedules, client feedback, and administrative needs. Act as a liaison between therapists and management.
  

Administrative Innovation

• Ongoing Jane Manual Development
  

  • Provide training on Jane’s features using the manual.
    

  • Conduct quarterly reviews to update processes and workflows.
    

• Continuous Improvement Support
  

  • Gather feedback from clients and therapists to identify process improvements.
    

  • Work collaboratively to enhance administrative and client support functions.
    

Requirements:

• Experience: Minimum 2 years in administrative roles, preferably in healthcare, therapy, or wellness settings.
  

• Technical Skills: Proficiency in Jane, Grasshopper, Psychology Today, WiseStamp, or similar platforms is a plus.
  

• Organizational Skills: Strong ability to multitask, manage schedules, and ensure smooth client interactions.
  

• Communication Skills: Excellent written and verbal communication skills.
  

• Attention to Detail: Ability to maintain accurate records, track client forms, and update procedural documents.
  

• Adaptability: Ability to adjust to new processes and take initiative in solving administrative challenges.
  

• Marketing Support Experience (Non-Creative): Familiarity with executing social media updates, referral outreach, and event coordination without strategic involvement.
  

Benefits

• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job