Administrative Assistant

Administrative Assistant

Hendrix College is seeking a full-time, 9-month Administrative Assistant for Hendrix Counseling Services. Reporting to the Associate Director of Counseling Services, the Administrative Assistant provides essential front-office management, clerical support, and reception services for Hendrix Counseling Services. This individual greets clients, manages clinician schedules, manages the client intake process and works in collaboration with other offices on the Hendrix campus. The ideal candidate possesses exceptional organizational skills and a warm, empathetic demeanor while maintaining strict client confidentiality in compliance with HIPAA regulations.

Duties And Responsibilities

Front Desk & Client Support: Serves as the primary point of contact by greeting incoming clients, visitors, and clinicians with warmth and professionalism. Answer phone calls, emails and text messages. Manage the initial client intake process, ensuring all documentation is accurately completed and uploaded. Match new clients with suitable counselors based on availability and specific clinical needs, as guided by practice parameters. Remain calm in an emergency situation.

Scheduling & Operations: Coordinate and optimize complex appointment calendars for multiple therapists and psychiatrist. Manage client waitlists, cancellations and rescheduling effectively. Maintain a tidy, welcoming, calming, clutter free front desk area and waiting room. Track, inventory and order essential office supplies. Communicate in a time effective manner messages to and from clinicians.

Records & Compliance: Maintain and update health records with strict accuracy. Adhere rigidly to HIPAA regulations, legal privacy mandates and internal clinic confidentiality policies. Scan, file, fax and organize documentation efficiently. Assist with budget management, process receipts, create purchase and payments requests. Submit necessary work orders and help desk tickets.

Skills And Qualifications

Required Education: High school diploma. Experience: Minimum 1-2 years of experience in an administrative or professional customer service role. Communication: Outstanding verbal and written communication skills with proper grammar and professional tone. Discretion: Deep understanding of confidentiality and a strong ethical compass necessary for a mental health setting. Technology: Highly proficient with standard office tools such as Microsoft Outlook, Teams, Google Apps, and DoxyMe. Demeanor: Friendly, flexible, resourceful, welcoming of all races, ethnicities and sexual orientations.

Preferred Bachelor's degree. Previous administrative experience in a mental health clinic or behavioral health setting. Experience with Telehealth and EHR systems.

Physical Demands

Position is primarily sedentary, requiring extended periods of sitting. Significant use of computers, requiring fine finger dexterity and typing accuracy. Occasional lifting 15-20 pounds such as boxes of printer paper and office supplies.