Administrative Coordinator

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Do you thrive on keeping things organized, running smoothly, and making a real impact behind the scenes? If you’re a proactive problem-solver with a heart for mental health and a mind for systems — this role is calling your name.

Our client is a psychologist-led small business specializing in evidence-based ADHD and child therapy.

They are  looking for a detail-oriented, proactive Administrative & Client Services Coordinator who can manage priorities independently while supporting clients, therapists, and community relationships.

Key Responsibilities

Client Support & Intake

• Respond to inquiries (phone, email, Asana, Wix) within 24 hours.

• Be informed about company processes, how to respond to various questions, know when to refer out or schedule.

• Screen new clients honestly about services; provide referrals when needed.

• Manage age-specific scheduling protocols (children, teens, adults).

• Set up client portals, send paperwork/welcome docs, and enable reminders.

Therapist & Team Support

• Support therapists by addressing admin/logistical barriers.

• Assist with clinic note-taking (documenting cancellations, calls, updates, write brief notes that will be part of client records when needed).

• Schedule internal meetings and coordinate with outside providers.

• Understand CPT codes for accurate scheduling and communication.

Office Operations

• Open/close office per protocol (mail, lights, white noise, fish, tidying, security).

• Maintain a clean, professional environment (waiting room, offices, kitchen, bathroom).

• Manage supplies and complete routine cleaning (garbages, dishes, vacuuming).

• Track documentation in EHR and Asana.

Community & Reputation

• Maintain and grow relationships with schools, pediatricians, and psychiatrists.

• Use times with low inquiries to seek opportunities for the organization to give back (e.g., the hiring manager’s peaking engagement), marketing, or refining systemic processes to increase automaticity / ease of internal processes.

• Represent the organization professionally and accurately in all interactions.

Qualifications

• Strong organizational and multitasking skills; able to work independently, and task switch as needed, with accountability (and while completing all days at day end).

• Excellent, effective communication — warm but boundaried, able to redirect calls and keep consults on track. Also able to goal set, check in, and manage time within communication

• Comfort interacting with families and community professionals.

• Attention to detail and follow-through in scheduling, documentation, and workflows.

• Experience in healthcare/behavioral health administration preferred.

• Familiarity with Asana, OneDrive, and Confluence a plus.

REASON FOR NEED: Vacancy

LENGTH OF ASSIGNMENT: Temp to Hire 
START DATE: asap pending interviews
PAY RATE: $18/hr

#tsaj

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