What are the responsibilities and job description for the Administrative Assistant position at Transition Consulting Services?
I am seeking a highly organized, proactive Administrative Assistant to support the daily operations of my behavioral health consulting practice, Transition Consulting Services. This role is ideal for someone who thrives in fast‑paced environments, communicates with clarity and confidence, and enjoys creating order, structure, and seamless client experiences. The work is primarily remote, with occasional in‑person responsibilities as needed.
Core Responsibilities:
Client Scheduling & Communication
- Manage appointments, cancellations, and reminders
- Respond to client inquiries with warmth, professionalism, and discretion
Administrative Support
- Maintain organized digital and physical records
- Prepare intake forms, consent documents, and billing materials
- Support workflow organization and general administrative tasks
Billing & Insurance Coordination
- Verify benefits and assist with insurance‑related communication
- Process payments and track invoices
- Liaise with insurance providers as needed
Practice Operations
- Support onboarding of new clients and supervisees
- Assist with workshop logistics, supervision documentation, and resource distribution
- Provide logistical support for projects, events, and travel
Environment & Culture
- Uphold confidentiality, professionalism, and trauma‑informed communication
- Ensure any in‑person office tasks align with therapeutic values and a welcoming environment
Digital & Web Support
- Update website content (bios, service descriptions, announcements)
- Assist with formatting blog posts, newsletters, and resource pages
- Monitor online forms and troubleshoot submission issues
- Support basic SEO and accessibility practices (training provided if needed)
Technology & AI‑Assisted Tools
The Administrative Assistant will regularly use AI‑supported tools to improve workflow efficiency, draft and refine documents, organize information, and support digital content tasks. Applicants should be comfortable using AI responsibly, applying sound judgment, and ensuring all outputs align with HIPAA, ethical standards, and trauma‑informed communication practices.
Qualifications
- Strong organizational and communication skills
- High level of discretion, emotional intelligence, and professionalism
- Familiarity with mental health terminology and HIPAA compliance
- Proficiency with scheduling software, EMR systems (e.g., SimplePractice), and Microsoft Office
- Experience in a counseling or healthcare setting preferred
- Comfort with internet‑based tools and platforms (Wix, Squarespace, WordPress, Canva)
- Ability to learn and apply basic website editing and formatting tasks
- Reliable transportation for occasional in‑person tasks
Ideal Candidate
You are detail‑oriented, dependable, and energized by supporting someone who moves quickly and thinks strategically. You enjoy structure, appreciate clear expectations, and take pride in delivering high‑quality work. You understand boundaries, confidentiality, and the importance of professionalism in a behavioral health setting.
Compensation
Competitive hourly rate based on experience.
Benefits:
- Flexible schedule
- Professional development assistance
Education:
- Associate (Preferred)
Experience:
- Administrative: 2 years (Preferred)
Work Location: Hybrid remote in Irving, TX 75063