What are the responsibilities and job description for the Administrative Assistant position at True Mind Wellness?
Job Title: Administrative Assistant
Hours: Part-Time, 10-15 hours per week
Location: Hybrid (Primarily Remote with Limited Local In-Person Tasks)
Reports To: Practice Owner
About True Mind Wellness
True Mind Wellness is a trauma-informed mental health practice dedicated to healing, emotional wellness, and cultivating self-trust. Every point of contact—especially scheduling and communication—is an extension of the care we provide.
Position Overview
The Administrative Assistant is responsible for ensuring that all clients are accurately scheduled, reflected on clinician calendars, and consistently supported in maintaining their ongoing appointments. This is the most important function of the role.
This position is primarily remote, with occasional local in-person responsibilities such as picking up mail or dropping off materials. The ideal candidate is highly organized, proactive, detail-oriented, and understands the importance of a smooth, stress-free client experience in a mental health setting.
Primary Responsibility (Highest Priority)Client Scheduling & Calendar Management
- Serve as the primary person responsible for client scheduling across all clinicians
- Ensure all client appointments are accurately entered, updated, and reflected on therapist calendars
- Maintain continuity of care by supporting current clients in booking and maintaining ongoing appointments
- Monitor calendars daily to prevent scheduling gaps, overlaps, or errors
- Manage reschedules, cancellations, and waitlists with professionalism and care
- Confirm appointments and follow up as needed to reduce no-shows
- Ensure scheduling systems are always current, accurate, and aligned across platforms
Success in this role is primarily measured by calendar accuracy, continuity of care, and client ease in booking appointments.
Secondary ResponsibilitiesClient Communication & Experience
- Communicate with clients via phone, email, and portals in a timely, warm, trauma-informed manner
- Support client onboarding and non-clinical inquiries
- Ensure clients feel supported, respected, and informed throughout the scheduling process
Insurance & Platform Management
- Manage and maintain insurance and billing platforms (as applicable)
- Ensure client and appointment information is accurate across systems
Administrative & Operational Support
- Maintain HIPAA-compliant client records and documentation
- Support internal communications with therapists and leadership
- Assist with administrative tasks that support practice operations
Limited In-Person Responsibilities
- Pick up business mail
- Drop off materials or complete local administrative tasks as needed
Key Performance Indicators (KPIs)
- Accuracy and reliability of scheduling and calendars
- Percentage of active clients consistently booked
- Reduction in missed appointments and scheduling errors
- Client satisfaction with the scheduling experience
- Responsiveness and follow-through
Decision-Making Authority
- Independently manage client scheduling within established policies
- Adjust appointments and calendars to maintain continuity of care
- Escalate clinical or complex concerns appropriately
- Recommend improvements to scheduling workflows
Required Qualifications
- Administrative experience (healthcare or mental health strongly preferred)
- Exceptional attention to detail and calendar management skills
- Strong written and verbal communication
- Comfort working with scheduling software, EHRs, and digital platforms
- High level of discretion and professionalism
Company Culture & Values
At True Mind Wellness, we believe:
- Administrative care is clinical care
- Consistency and reliability support healing
- Client experience is central—not secondary
- Systems should reduce stress, not create it
Job Type: Part-time
Pay: $20.00 - $22.00 per hour
Expected hours: 10 – 15 per week
Education:
- High school or equivalent (Required)
Experience:
- Administrative: 1 year (Required)
Shift availability:
- Day Shift (Required)
Work Location: Hybrid remote in Deer Park, NY 11729
Salary : $20 - $22