Administrative Assistant

Hope & Healing Counseling Location: Jenison, Michigan Schedule: Approximately 10–15 hours per week Position Type: Part-Time Employee This position is ideal for someone who enjoys working with people, can manage multiple priorities, communicates professionally, and takes initiative when something needs attention. The Administrative Assistant is often one of the first points of contact for our clients and plays an important role in creating a welcoming, professional, and efficient experience. Because we work with confidential health information, discretion, professionalism, and attention to detail are essential. Primary Responsibilities Answering incoming phone calls and responding to general client inquiries Returning voicemail messages in a timely and professional manner Scheduling, rescheduling, and canceling client appointments Assisting new clients with the intake and scheduling process Sending and monitoring new-client paperwork, consent forms, and other required documentation Ensuring client demographic and insurance information is complete and accurate Uploading, organizing, and maintaining documents within the electronic health record Assisting with insurance verification and basic insurance-related questions Supporting billing operations, including identifying outstanding information, reviewing account issues, and assisting with basic billing follow-up Collecting or documenting client payments when appropriate Communicating with clinicians regarding scheduling, client paperwork, and administrative needs Monitoring administrative email, fax, and other incoming communications Scanning, filing, and maintaining electronic records Preparing forms, letters, and routine administrative documents Assisting with referrals and requests for records Maintaining HIPAA-compliant handling of all protected health information Helping maintain an organized and professional front-office environment Assisting practice management with special projects and other administrative duties as needed Qualifications The ideal candidate will: Be highly reliable, dependable, and consistent Have excellent organizational and time-management skills Be comfortable learning new systems and procedures Be able to learn quickly and retain detailed information Communicate professionally and compassionately with clients Have strong written and verbal communication skills Be comfortable speaking with clients by telephone Have good computer and data-entry skills Be able to manage multiple tasks without losing attention to detail Demonstrate good judgment and maintain appropriate professional boundaries Understand the importance of confidentiality Be able to work independently while also functioning as part of a team Experience in a medical, behavioral health, counseling, billing, or healthcare office is preferred but not required for the right candidate. Additional Expectations Our administrative team is an important part of the client experience at Hope & Healing Counseling. We are looking for someone who is warm and helpful while also being efficient, accountable, and professional. The successful candidate should be comfortable working in a growing practice where priorities may occasionally change and new procedures or responsibilities may be introduced as the organization expands. About Hope & Healing Counseling Hope & Healing Counseling is a growing outpatient mental health practice serving individuals and families throughout West Michigan. Our team provides compassionate, evidence-based mental health services in an environment focused on helping clients feel empowered, present, and resolved. We value professionalism, teamwork, compassion, accountability, and providing an excellent experience for both our clients and clinicians. Equal opportunity Hope & Healing Counseling is an equal opportunity employer. We hire without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status — and we mean it structurally, not decoratively. If you need an accommodation at any point in this process, tell us and we will arrange it. #J-18808-Ljbffr Hopehealcc