What are the responsibilities and job description for the Administrative Assistant - Nutrition Counseling position at Mom's Meals?
Provide operational and clerical support to the Nutrition Counseling Program to improve efficiency and allow clinicians to focus on member care. Responsibilities include session preparation, documentation management, CRM/Healthie updates, inbound call handling, and workflow troubleshooting. Ideal candidates are detail-oriented, adaptable, and tech-savvy.
Hourly Wage: $17.25-23.32/hour
\n- Review upcoming sessions in CRM; confirm session type, member eligibility, and documentation completeness
- Create/update member profiles in Healthie and link to calendars
- Audit data quality and correct errors per naming conventions
- Save PDFs and notes using standardized naming conventions.
- Schedule follow-ups and ensure next steps are documented.
- Upload paperwork into CRM, Healthie, or CareLink; run completion checks
- Handle inbound calls from members for assessments or follow-ups
- Provide non-clinical program information; route calls to appropriate RD
- Reduce call attempts to improve completion rates and satisfaction
- Monitor shared inboxes, call queues, and system alerts
- Identify and escalate workflow issues or missing data
- Assist with pilot testing of new tools and maintain logs/trackers
- Support leadership with workflow optimization, documentation clean-up, audits, member mailings, and simple reporting
- High school diploma
- 2 years administrative, customer service, or healthcare support experience
- Strong organizational skills, attention to detail, and ability to manage multiple priorities
- Proficiency with technology platforms (CRM, EMR/EHR, call center software)
- Excellent verbal and written communication skills
- Associate's degree
- Experience supporting clinical, nutrition, or wellness teams
- Familiarity with nutrition terminology and chronic disease concepts
- Experience with Salesforce, Healthie, CareLink, NICE, or similar systems
- Telehealth or call center experience; bilingual (Spanish/English)
- Repetitive motions that include the wrists, hands and/or fingers
- Sedentary work that primarily involves sitting, remaining in a stationary position for prolonged periods
- Visual perception to perform job including peripheral vision, depth perception, and the ability to adjust focus