We are hiring!
Part-Time Administrative Assistant
We are seeking a highly organized, detail-oriented Part-Time Administrative Assistant to support our therapists and ensure smooth administrative operations.
Position Summary
The Part-Time Administrative Assistant provides essential support to CFIT clinicians by managing client communications, scheduling, file organization, and preparation of case documents. The ideal candidate is professional, organized, calm under pressure, and comfortable working with families involved in litigation or high-conflict situations. This role requires discretion, strong boundaries, and the ability to follow protocols precisely.
Key Responsibilities
Client Intake & Communication
- Answer and return intake calls and emails with professionalism and neutrality.
- Provide prospective clients with clear information about services, policies, fees, and next steps.
- Triage inquiries based on service type, urgency, and therapist availability.
- Maintain strict confidentiality and adhere to all HIPAA, practice, and court-related privacy requirements.
Scheduling & Coordination
- Schedule sessions, meetings, and consultations for therapists providing court-ordered therapy, parenting facilitation, and related services.
- Manage therapist calendars, ensuring efficient use of time and minimal scheduling conflicts.
- Coordinate multi-party appointments when needed (e.g., co-parent sessions, collateral calls).
File & Document Management
- Create and maintain secure digital and physical client files according to policy.
- Track and organize court orders, releases, communication logs, and other case materials.
- Prepare documents, summaries, and packets for therapists as requested.
- Assist with monitoring deadlines, document requests, and required filings.
Operational Support
- Maintain accurate records of payments, service agreements, and required documentation.
- Assist with invoicing or payment follow-up as directed.
- Support therapists with administrative tasks related to evaluations, reports, and court-involved processes.
- Perform general office duties including scanning, copying, updating templates, and maintaining organized workspaces.
Skills & Qualifications
- Required:
- Strong organizational skills and high attention to detail.
- Excellent verbal and written communication skills.
- Ability to maintain professionalism with clients experiencing stress or conflict.
- Comfort working with detailed procedures and document-heavy workflows.
- Basic computer proficiency (email, file management, scheduling software, PDFs, etc.).
- Ability to maintain strict neutrality and confidentiality.
- Preferred:
- Experience in a mental health, legal, or court-involved setting.
- Prior administrative experience in a professional service environment.
- Familiarity with HIPAA guidelines and secure communication practices.
Hours & Compensation
- Part-time position with flexible hours; typically 10–20 hours per week.
- Hybrid or in-office format depending on organizational needs (can be specified).
- Competitive hourly compensation based on experience.
How to Apply
Interested candidates should submit:
- A resume
- A brief cover letter summarizing relevant experience and interest in working with court-involved families
Submissions may be sent to: [email protected]
