Admin Support Specialist Job Description - Austin, Texas

Part-Time to Full Time Hybrid (In-Person & Virtual)

We are an Austin-based couples 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 part-time to 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 couples therapy 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, Monday.com while maintaining and upholding HIPAA compliant practices. Responsibilities include answering phones/voicemails/text messages, client coordinating and scheduling, billing & preparing reports. Other tasks may include program research & development, social media & marketing pre/post production. 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 with schedules that allow for some flexibility. We welcome applications from parents with young children, retired persons, student and individuals from diverse backgrounds

Responsibilities

  • Answer and direct phone calls

  • Plan and manage meetings

  • Manage internal communication and documentation

  • Write and distribute email, correspondence and forms

  • Assist in the preparation of regularly scheduled reports

  • Develop and maintain a filing system for clinical and administrative records

  • Update and maintain office policies and procedures

  • Assist Marketing and Program development teams

  • Develop and maintain contact and customer lists

  • Manage client scheduling and manage multiple calendars

  • Submit and reconcile expense reports

  • Act as the point of contact for internal and external customers and vendors

  • Liaison between executive, administrative, and clinical associates

Critical Skills Needed

  • A self-starter, takes initiative, has leadership skills

  • Proven experience as an administrative assistant or office admin assistant

  • Knowledge of office management systems and procedures

  • Proficiency in using Google Suite, Google Drive, Files, Folders

  • Excellent time management skills and the ability to prioritize work

  • 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; Persuasive and engaging style

  • Friendly, approachable, and desire to empathize with customers

  • Ability to be resourceful and proactive in dealing with issues that may arise

  • Ability to organize, multitask, prioritize, and work under pressure

  • Must be able to work and keep information confidential safeguarding all digital and work information.

  • Stable, calm, open, and adaptable in a quick moving environment

  • Must be able to work independently; Strong work ethic, proactive, and self-managing

  • Able to advocate and ask for what you need when you need it

  • Able to receive feedback and provide feedback regarding your performance and job duties

  • Able to organize their work using tools, like Google Docs, Sheets, Forms and Zoom, Monday.com, Google Chat

  • Crave workplace harmony, organization, and growth opportunities

  • As the initial point of contact, your enthusiasm and energy is pivotal in the experience with our customers and clients.

To apply, please send a cover letter, resume, and 3 professional references to jobs@thecenter4relationships.com with the subject line ”Application for [Position of Interest] - [Full Name]”