Part Time Administrative Assistant

Job Overview
Dr. Vaccaro Counseling Group is a growing boutique private mental health practice. We are seeking a dynamic and detail-oriented Part Time Administrative Assistant to join our team! This energized role offers the opportunity to support daily office operations, coordinate projects and social media marketing, engage in local marketing and provide exceptional administrative support. Ideal candidates will demonstrate excellent organizational skills, operate well independently, display great communication skills and possess a positive attitude toward all clients and professionals. This position is perfect for individuals looking to contribute to a growing workplace while honing their administrative expertise and gaining valuable experience.

*This role provides flexible hours suited for a part-time schedule and has the ability to grow to full time Practice Coordinator in the future.

Duties

Client Scheduling & Communication

• Responding to client emails, questions, and scheduling requests while managing clinical calendars
• Conducting brief intake screenings and assisting with new client bookings
• Supporting coordination with schools, physicians, and other professionals as dictated by clinicians
• Ensuring all communication upholds confidentiality and maintains supportive, compassionate practice values

Administrative & Practice Management

• Uploading intake paperwork, releases, consents, and evaluation documents into the EHR
• Preparing documents for evaluations and supporting testing workflows
• Organizing shared-drive folders, templates, psychosocial forms, and testing materials
• Handling incoming calls and voicemails and routing messages appropriately
• Ensuring efficient, HIPAA-compliant administrative operations

Billing & Insurance Support

• Following up on declined or failed payments
• Assisting clients with basic billing questions
• Verifying benefits and sending superbills when needed
• Supporting clinicians with payment discrepancy resolution

Marketing & Growth Support

• Brainstorming and drafting simple newsletters or social media posts
• Assisting with communication to community partners including pediatricians, schools, and psychiatry offices
• Building and distributing marketing materials regarding services and groups
• Planning marketing lunches, networking tours, or practice outreach events

Required Skills & Qualifications

• Prior administrative experience (mental health or healthcare strongly preferred)
• Exceptional communication, warmth, and customer service skills
• High comfort with confidentiality and HIPAA requirements
• Excellent time management, organization, and follow-through
• Ability to self-manage, multitask, and maintain accuracy with details
• EHR experience preferred (SimplePractice, , etc.)
• Comfort with professional writing for emails, basic marketing content, and community correspondence
• Marketing creativity

Pay: $20.00 per hour

Benefits:

• Flexible schedule
• Opportunities for advancement
• Paid time off
• Paid training
• Professional development assistance
• Work from home

Work Location: Hybrid remote in Rockwall, TX 75087