Clinical Services Administrative Assistant

Clinical Services Administrative Assistant

The Clinical Services Administrative Assistant works under the leadership of the Senior Director of Clinical Services and within federal, state and local guidelines performs routine administrative support and technical support. Work involves information dissemination, maintaining documentation systems, and supporting department programs.


This position provides clerical and organizational support for the Clinical Services Department. This position will assist the Senior Director and program managers, maintaining the counseling waitlist and referral systems, coordinating the clinical internship program, and completing monthly departmental reports. The role involves assisting with various administrative tasks and departmental needs as assigned. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.

Education, Training, and Experience
• High School diploma or equivalent required.
• Strong organizational, time management, and effective oral and written communication skills required.
• Previous experience in administrative or office support roles, preferably in mental health or social services setting.
• Familiarity with mental health or counseling settings is a plus.


Registration, Certification, Licensure, and Other Qualifications

• Must have and maintain a background and criminal history free from any disqualifying offenses as outlined by the Texas Administrative Code (TAC) and the Health and Human Services Commission (HHSC).
• Must possess and maintain a valid driver's license and automobile insurance.

oIndividuals with an out-of-state driver's license must be able to obtain a driver's license in the state of Texas within thirty (30) days.
• Successful completion of all position-specific training within thirty (30) days of employment is required.


Knowledge, Skills, and Abilities
• Ability to implement administrative procedures.
• Ability to interpret rules, regulations, policies, and procedures.
• Ability to communicate effectively, and to train others.
• Ability to be proactive in identifying needs and taking action without being prompted.
• Strong self-motivation and ability to manage time and priorities effectively.
• Ability to display regular and reliable attendance.
• Understanding and practice of Trauma Informed Care principles.


Essential Duties

The following list outlines key responsibilities for the position; however, it is not exhaustive and does not encompass all responsibilities. Additional duties may be assigned as needed.

1.Organizes and updates the waitlist for the Mental Health Counseling team.


oManages the intake and referral processes to ensure referrals are documented, tracked, and routed appropriately

2.Follows up with individuals on the counseling waitlist to obtain counseling preferences and coordinates with interdisciplinary team members to ensure access to other supportive services.


3.Pulls client demographics and billing information to ensure clients are assigned appropriately within the counseling team to enhance overall efficiency.


4. Oversee affiliation agreement renewals and contacting universities directly while coordinating with Contracts to ensure the process is completed.

5. Serve as primary point of contact for internship coordination with Center supervisors.

6.Review and interview intern applicants for appropriate placement

7. Coordinate second interviews with program managers

8.Manage other administrative tasks for the internship program such as opening/closing intern application on the website, conducting intern orientations and intern orientations for supervisors each semester, etc.


9.Verifies completion of all required documentation prior to the start of program services.

10.Conducts client satisfaction surveys either prior to or following discharge from program services.


11.Coordinates all aspects of the Center's internship program, including university affiliations, student placements, onboarding, and compliance with program requirements.

12.Prepares and submits various reports as requested by the Senior Director of Clinical Services.


13.Takes and distributes meeting minutes for Quality Management, Utilization Management, and Executive Leadership meetings within two business days.

14.Coordinates and sends out emails regarding the monthly counseling team meeting & potluck

15.Uploads and maintains monthly data for the Center's Food Pantry and Clothing Closet as needed


16.Participates in the Center's Zero Suicide Initiative.

oSupports individuals experiencing a crisis by promptly connecting them with appropriate Center programs, such as the Mobile Crisis Outreach Team (MCOT), Psychiatric Triage, Crisis Prevention services, and/or other applicable resources. Ensure seamless coordination to facilitate timely intervention.

oRemains with individuals, when deemed safe, to provide support and maintain a calm environment until specialized crisis staff or emergency personnel arrive to take over intervention efforts. Adheres to safety protocols to prevent escalation of the crisis situation.

oParticipates in debriefing sessions with the immediate supervisor or designated staff following a crisis event. Collaborate with the team to review the incident, identify lessons learned, and ensure all HHSC guidelines and Center policies are followed.