We are hiring!
Part-Time Administrative Assistant/Coordinator
We are seeking a highly organized, detail-oriented Part-Time Administrative Assistant/Coordinator to support our therapists and ensure smooth administrative operations.
Position Summary
The Administrative Assistant/Coordinator at CFIT will play a crucial role in supporting the administrative functions for mental health professionals working with families in divorce or otherwise involved in family law matters. The ideal candidate for this position is someone who has a strong ability to remain calm and assertive when interacting with high conflict personalities and is very comfortable asserting boundaries. This position requires a highly organized individual with excellent communication skills, attention to detail, and the ability to manage multiple tasks efficiently. The Assistant/Coordinator will assist with scheduling services, coordinating communication, organizing documents, and managing payments for various therapeutic and professional services provided at CFIT.
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.
- Organize and track 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, consultation calls with legal professionals).
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
- Preferred:
- Bachelor’s degree in related field, additional education or certification in office administration is preferred.
- Previous (2+ years) experience in an administrative role, preferably in a healthcare or legal setting.
- Proficiency in Microsoft and/or Apple programs and Google Workspace.
- Experience with scheduling software and cloud health record storage management.
- Strong organizational skills and the ability to handle multiple tasks with attention to detail.
- Excellent ability to be professional, clear, and assertive in communications, both written and verbal, with clients and other professionals.
- High level of patience to assist navigating clients through challenging circumstances.
- Ability to maintain confidentiality and adhere to HIPAA regulations.
More About the Position
- This position will begin as 25-30 hours per week, scheduled 4-5 days per week during weekdays between 9am and 5pm.
- This position requires regular interaction with clients, professionals, and team members, both in-person and via phone or email.
- The role may involve occasional evening hours to support groups or classes.
- Potential for role to involve more hours, up to full-time, depending on business needs.
How to Apply
Interested candidates should submit their resume and cover letter, including professional references, to [email protected]. Applications submitted only through online job platforms will not be considered.
