Administrative Assistant

OpenWorld Psychology is a neurodiversity-affirming assessment and treatment practice, and we are hiring an Administrative Assistant to anchor the front office of our Everett clinic. This is a part-time, in-person role at 18 hours per week, Monday through Thursday from 1:00 PM to 5:30 PM. Compensation is $22.00 to $25.00 per hour, depending on experience.

About OpenWorld

OpenWorld Psychology is a neurodiversity-affirming neuropsychological and neurodevelopmental assessment practice serving children, teens, and adults across California, Washington, and Montana. Our work is grounded in the belief that every brain has its own way of thinking, learning, and being, and that good care starts with curiosity rather than judgment. The Everett clinic is our Pacific Northwest hub, and it is the team you would be joining.

About the Role

The Administrative Assistant is the in-person face of our Everett clinic and the operational anchor of the front office. You will greet patients as they arrive, manage the flow of the waiting room, coordinate scheduling for the Everett clinical team, and serve as a first point of contact for prospective clients and families. This role is well suited to someone who finds genuine satisfaction in creating order, anticipating needs, and learning new tools quickly.

What You Will Do

• Reception and front office. Greet patients warmly, hold the waiting room with calm and discretion, and make sure the clinic environment is ready for each session.
• Scheduling and coordination. Manage calendars across the Everett clinical team, including the clinic director, postdoctoral fellow, psychiatric nurse practitioner, and associate clinicians. Triage time-sensitive scheduling questions with sound judgment and a steady tone.
• Client communication. Answer phones, return voicemails, and respond to email inquiries with warmth and professionalism. Provide clear information about services, fees, and the assessment process to clients and families who are often reaching out after a long search for the right support.
• Operations and systems. Maintain organizational systems, track clinician credentials and license renewals, audit intake paperwork for accuracy, and support billing workflows.
• Marketing and outreach support. Assist with referral outreach, website and social content, and community events such as our annual open house.

What You Bring

• A neurodiversity-affirming orientation. You are comfortable working with and supporting neurodivergent clients, families, and colleagues, and you understand that affirming care is about respect and fit, not accommodation as an afterthought.
• Exceptional organization and attention to detail. You notice the small things, and you build systems that let other people notice them too.
• Fluency with AI tools such as Claude or ChatGPT, and a real comfort with adopting new technology. You see software as something to learn, not something to fear.
• Strong written and verbal communication, with a warm and professional presence on the phone and in writing.
• The ability to follow HIPAA standards and maintain confidentiality without exception.
• Located in or near Everett, WA, and able to be on-site Monday through Thursday afternoons.

Helpful, Not Required

• Prior experience in healthcare, mental health, or professional services.
• Familiarity with EHR systems (we use SimplePractice).
• Comfort with marketing tools such as Canva, email platforms, or social media schedulers.
• Experience coordinating across multiple time zones or jurisdictions

Compensation and Schedule

• Hourly wage: $22.00 to $25.00 per hour, depending on experience.
• Hours: 18 per week, Monday through Thursday, 1:00 PM to 5:30 PM, fully in-person at our Everett clinic.
• Classification: Non-exempt, hourly W-2 employment, with paid rest breaks per WAC 296-126-092 and overtime eligibility under the Fair Labor Standards Act.
• Washington paid sick leave accrues at one hour for every forty hours worked, per RCW 49.46.210.
• This is a non-benefited position. It does not include employer-sponsored health, dental, or vision insurance, retirement plan contributions, or paid time off.

How to Apply

Send a brief cover letter and resume to ***email_hidden***. We do read both, and we are particularly interested in candidates who can tell us, in their own words, what draws them to this practice and this team.

• OpenWorld Psychology is an equal opportunity employer. We actively welcome neurodivergent applicants and applicants from backgrounds underrepresented in mental health.