Administrative Assistant

Location: Justin (will receive at least first 60-90 days of training in our Denton office)

Employment Type: Full-Time, Monday - Friday 8am to 5pm

Reports To: Clinical Director

Position Overview

We are a growing group therapy practice seeking a highly organized, personable, and detail-oriented Administrative Assistant to support our clinical team and ensure a smooth client experience. This role is essential in serving as the first point of contact for prospective and current clients while also supporting our community presence and marketing efforts.

The ideal candidate is warm, professional, tech-savvy, and comfortable multitasking in a fast-paced mental health environment.

Key Responsibilities

Client Communication & Scheduling

• Answer incoming phone calls in a professional and compassionate manner
• Respond promptly to website inquiries and email communications
• Schedule new client intakes according to clinician availability
• Reschedule existing clients as needed
• Maintain accurate and up-to-date scheduling records in the practice management system

Intake & Client Onboarding

• Send intake documentation to new clients
• Monitor completion of intake paperwork
• Send reminders to clients to complete required documents prior to appointments
• Ensure all documentation is properly received and saved
• Check client’s insurance benefits and communicate with client before their first session

Marketing & Community Engagement

• Manage and maintain the company’s Facebook and Instagram pages
• Create and schedule engaging social media content
• Post about the practice in community groups (as appropriate)
• Respond to comments and messages professionally and promptly
• Design and create flyers for events, workshops, groups, and promotions

Administrative Support

• Maintain confidentiality and adhere to HIPAA standards
• Support clinicians and leadership with administrative tasks as needed
• Assist with organizing promotional materials and practice updates
• Assist with keeping the offices organized and tidy
• Maintain stock of office supplies
• Other duties as assigned

Qualifications

• Previous administrative experience required (healthcare or mental health preferred)
• Strong communication skills (written and verbal)
• Comfortable speaking on the phone and handling sensitive conversations
• Proficient in Microsoft Office, Google Workspace, and social media platforms
• Experience with electronic health record (EHR) systems preferred
• Strong organizational skills and attention to detail
• Ability to multitask and prioritize effectively
• Basic graphic design skills (Canva or similar tools preferred)

Personal Attributes

• Teamwork oriented
• Warm, empathetic, and client-focused
• Professional and reliable
• Self-motivated and proactive
• Comfortable working independently
• Passionate about supporting mental health services

Job Type: Full-time

Pay: $20.00 per hour

Expected hours: 40 per week

Experience:

• Administrative: 1 year (Preferred)

Work Location: In person