Bilingual Administrative Assistant and Intake Coordinator

Location: HYBRID (80% Remote, 20% In-Person mostly Oakland, CA and sometimes throughout sf bay area)

Job Type: W2 Part-Time 

15 hours per week total

(M-F, some weekend availability as needed)

Position Overview: We are seeking a highly organized, detail-oriented, and empathetic Administrative Assistant & Intake Coordinator to join our team. This role is vital in ensuring smooth day-to-day operations of the practice and providing a welcoming, supportive first point of contact for new clients. The ideal candidate will possess exceptional administrative skills, strong interpersonal abilities, a passion for helping others, and will be fluent in Spanish.

Key Responsibilities:

1. Intake Coordination:

o Serve as the first point of contact for prospective clients via phone, email, and website inquiries.

o Conduct intake interviews to assess client needs and match them with appropriate therapists.

o Schedule initial appointments and provide clients with necessary paperwork and information.

o Maintain accurate and confidential client records.

2. Administrative Support:

o Manage the practice’s phone and email communication efficiently and professionally.

o Coordinate therapist schedules and appointment bookings.

o Handle billing and payment processing.

o Assist with development of forms and organizational systems including creation of a training manual for this position.

o Support practice-wide projects and initiatives as needed.

3. Client Relations:

o Provide a warm, welcoming presence for clients and visitors.

o Address client inquiries and concerns with sensitivity and professionalism.

o Ensure clients receive timely follow-up and clear communication.

4. In-Person Responsibilities

o Inventory office supplies and art supplies

o Water office plants

o Table at provider fairs and events throughout the SF Bay Area (mostly East Bay), educating the public about our services.

o Assist at community-based workshops, trainings, and events including photo and video documentation.

5. Other duties as needed

Qualifications:

· Associate’s Degree

· Previous experience in an administrative or intake coordination role, preferably in a healthcare or mental health setting.

· Exceptional organizational and multitasking skills.

· Strong written and verbal communication abilities.

· Proficiency with Microsoft Office Suite and practice management software/electronic health records systems (Simple Practice).

· Ability to handle sensitive information with confidentiality and care.

· Empathetic and patient demeanor with a client-first mindset.

· Knowledge of mental health terminology and services.

· Bilingual in Spanish

· Local to the SF Bay Area with a reliable means of transportation

· Creative and understands the healing power of the arts first-hand.

Preferred Qualifications:

· Bachelor’s Degree

· Experience working in a therapy practice.

· Experience using CRM software (Customer Relations Management software e.g. TherapyFlow),

· Post-secondary coursework in psychology, behavioral health, and/or child development

· Post-secondary coursework in business administration

Benefits:

· Competitive salary based on education level and experience.

· Opportunities for professional development and training.

· Supportive and collaborative work environment.

· Roth IRA (Retirement Account)

· Life Insurance

· 1 hour of sick pay for every 30 hours worked

· Free EBAT Merch!

Pay Scale:

$24-27 per hour

How to Apply: Interested candidates should submit a resume and a cover letter detailing their qualifications and interest in the role to tonia@eastbayarttherapy.com

*This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

For more information about company visit: eastbayarttherapy.com

East Bay Art Therapy is an equal opportunity employer and values diversity. We encourage applicants of all backgrounds to apply.

We look forward to hearing from you!