Front Office Administrative Assistant

Make an impact! Meet people at their point of need! Join our dynamic team! 

Primary Responsibility: 

The Front Office Administrative Assistant is responsible for serving as the front-line customer service, hospitality, and administrative contact for all clients, providing a friendly, consistent, and welcoming presence. FOAA will play a key role in welcoming clients and coordinating important information and communications for the Counseling & Wellness Center. 

Part-time 29 hours weekly, Monday-Friday 8:45 am - 5:00 pm 
Pay range: $18-$23/h

Job Responsibilities: 

• Greet all Counseling and Wellness clients and staff with a friendly, consistent & welcoming presence while also gathering relevant information, scheduling, and taking payments.  

• Responsible for all inbound communications to Counseling & Wellness including all phone calls, texts, crisis calls, voicemails, emails, and walk-ins. Return responses within 24 hours.  

• Update and maintain the welcome area with brochures and timely information. 

• Manage scheduling for all new clients and current clients of specific clinicians, physicians, and coaches. 

• Collect all required paperwork, create charts for patients, update agreements, ROI’s, and consents, and ensure OQ screening delivery and reporting. 

• Enter transactions and payments daily. 

• Direct and/or retrieve appropriate information for clients and walk-ins. 

• Maintain cleanliness overall across the Counseling Center’s waiting area, office area, and other shared areas. Prepare the front office and therapy rooms each day. 

• Responsible for all administrative aspects of pre-meeting communications and set up including providing Zoom link, Owl Labs camera, taking and taking/sending summary meeting minutes. 

• Ensure supplies are available for the office and clinicians. Report inventory needs to ensure stocked supplies are always on hand.  

• Manage referral process, resource list, clinical record requests, and administrative front office documents. Update information when requested. 

• Organize offices, files, and stored supplies as needed. 

• Assist with administrative and office tasks and projects.  

• Train new staff and volunteers in front office duties and procedures 

• Other responsibilities as assigned. 

Expectations: 

• Passionately live out the vision and values of the Christian Center through this role and cast that vision to your team and clients of the Center and to the public. 

• Professional demeanor with empathy and compassion as core values. 

• Foster a positive attitude toward change, accepting change with grace and excitement.  

• Able to maintain strict confidentiality in all matters.  

Qualifications: 

• A self-starter with excellent organizational and administrative skills, able to plan and manage multiple tasks, prioritize duties, and problem-solve in a fast-paced environment. 

• Good computer skills, familiar with social networking, and website management, competent in Microsoft Office Suite, especially MS Word, Excel, and PowerPoint. Experience a plus in Electronic Medical Records.  

• Strong relational, interpersonal, telephone, and written skills expressed with warmth, empathy, and confidence. 

• Ability to work independently and collaboratively in a multi-task environment and maintain a positive attitude in an environment that embraces change.  

• Hourly wage ranges between $18 - $23 based on experience. 

Reports to: Assistant Counseling Program Director.  

Powered by JazzHR

PSIocCFQ43