Admin Assistant

Join our growing mental health team at Embrace Pathways and make a meaningful impact in the lives of individuals and families. We are seeking a compassionate, organized, and customer-focused Administrative Assistant to support our clinicians and provide exceptional service to our clients. KEY RESPONSIBILITIES Patient Services Monitor the waiting area and ensure a safe, welcoming environment for all clients and visitors. Monitor and promptly respond to help request notifications submitted by clients through the clinic's app, providing appropriate in-person or administrative assistance as needed. Respond to patient inquiries with sensitivity and professionalism, consistent with the clinic's commitment to mental health support. Scheduling & Coordination Handle appointment cancellations and rescheduling in a timely and organized manner. Coordinate with clinical staff to optimize daily schedules and minimize patient wait times. Administrative Operations Answer incoming phone calls, route inquiries appropriately, and manage voicemail communications. Collect, sort, and distribute incoming mail; prepare and send outgoing correspondence as needed. Order, track, and maintain adequate office supply inventory to ensure uninterrupted clinic operations. Complete administrative paperwork accurately, including patient intake forms, insurance documentation, and other clinic records. Maintain organized filing systems for both physical and electronic records in compliance with HIPAA requirements. Utilize office software including Microsoft Office Suite and Google Docs to prepare documents, spreadsheets, and correspondence. Perform data entry and maintain up-to-date patient records in the electronic health record (EHR) system. Support the clinical team with general administrative tasks as assigned. EXPERIENCE & COMPETENCY REQUIREMENTS Experience requirements may vary depending on the clinic's needs. The following qualifications and competencies are generally beneficial for this role: Communication Skills: Strong interpersonal and communication skills are essential. Computer Skills: Proficiency in using office software, electronic medical record (EMR) systems, and scheduling software is typically required. Confidentiality: A thorough understanding of the importance of patient confidentiality and strict compliance with HIPAA regulations is mandatory. Problem-Solving: The ability to handle challenging situations - such as upset patients or scheduling conflicts - with patience and effective problem-solving skills. Organizational Skills: Strong organizational skills to manage appointments, patient records, and administrative tasks efficiently. Multitasking: The capacity to handle multiple tasks simultaneously, such as answering phones while managing administrative paperwork or responding to help request notifications. Cultural Sensitivity: Awareness and sensitivity to cultural and diverse backgrounds to ensure equitable, respectful service to all patients. SCHEDULE Monday through Friday, 12:00 PM - 8:00 PM Saturdays: 9:00 AM - 2:00 PM Shift types: Afternoon shift, Morning shift Rotating weekends required; additional weekends as needed WORK LOCATIONS This position requires the ability to commute to and work at both clinic locations: Peabody, MA 01960 (Required) Malden, MA 02148 (Required) Benefits (Full time Employee): 401(k) Retirement Plan Health insurance Vision insurance Dental insurance Life insurance Flexible schedule (Offered to Part time) Mileage reimbursement (Offered to Part time) Paid time off (Offered to Part time)