Intake Coordinator and Executive Assistant

Reports to Director of Operations and Marketing

Duties and responsibilities

Client inquiries (remote)

• Represent Restorative Counseling Services as the first point of contact for prospective new clients through phone and website inquiries
• Respond to new client inquiries in a timely manner with warmth and empathy while ascertaining reason for inquiry and answering questions about our practice, services offered, and clinician specialty areas
• Match potential clients with appropriate therapists and connect client and therapist for a consultation call after capturing pertinent client information
• Maintain up-to-date therapist profiles and spreadsheets regarding clinician capacity for new clients, office hours, and therapeutic modalities utilized by each practitioner
• Follow up with therapists to ensure a timely response and scheduling with potential clients
• Categorize and track inquiries and outcomes in online tracking system
• Track both in-bound and out-bound referrals by source and name
• Organize, maintain, and expand referral list

Administrative duties (representative but not necessarily exhaustive):

• Manage scheduling for Clinical Director’s clients as needed
• Provide current client care by assisting clients with administrative support when needed
• Package and send thank you gifts to in-bound referral sources
• Send weekly staff email to Associates regarding upcoming meetings, trainings, etc.
• Manage the Supervision and training calendars for all Associates
• Assist Clinical Director with the planning and execution of bimonthly staff meetings, weekly clinical trainings, on-boarding of new staff, and other clinician care events
• Assemble training materials via PowerPoint, Prezi, Canva, and Microsoft Word
• Bulk printing and copying
• Manage shared Google drives for Associates and RCS support staff
• Assist with office supply restocking and maintaining cleanliness
• Utilize Canva to create flyers, invitations, social media posts etc.
• Utilize knowledge of CounSol to coordinate care amongst clinicians, cancel sessions, help clients access their account, and assist with superbills

This role is hybrid as many tasks can be completed remotely, and some tasks require in-person presence in the Roswell or Buckhead offices from time-to-time.

Meetings with Director of Operations and Marketing via Zoom weekly and Clinical Director as needed both in-person and via Zoom.

Job Types: Part-time, Contract

Pay: From $24.00 per hour

Expected hours: 10 – 25 per week

Work Location: Hybrid remote in Roswell, GA 30076