Job Title: Administrative Assistant & Intake Coordinator
Location: HYBRID (80% Remote, 20% In-Person mostly Oakland, CA and sometimes throughout sf bay area)
Job Type: W2 Part-Time
10 hours per week (with room for growth)
(M-F, some weekend availability as needed)
Position Overview: We are seeking a highly organized, detail-oriented, and empathetic Administrative Assistant & Intake Coordinator to join our team. This role is vital in ensuring smooth day-to-day operations of the practice and providing a welcoming, supportive first point of contact for new clients. The ideal candidate will possess exceptional administrative skills, strong interpersonal abilities, a passion for helping others, and will be fluent in Spanish.
Key Responsibilities:
Intake Coordination:
o Serve as the first point of contact for prospective clients via phone, email, and website inquiries.
o Conduct intake interviews to assess client needs and match them with appropriate therapists.
o Schedule initial appointments and provide clients with necessary paperwork and information.
o Maintain accurate and confidential client records.
o Maintain accurate record of intake data
· Administrative Support:
o Manage the practice’s phone and email communication efficiently and professionally.
o Coordinate therapist schedules and appointment bookings.
o Handle billing, Regional Center verification, and payment processing.
o Assist with development of forms and organizational systems including creation of a training manual for this position.
o Support practice-wide projects and initiatives as needed.
Client Relations:
o Provide a warm, welcoming presence for clients and visitors.
o Address client inquiries and concerns with sensitivity and professionalism.
o Ensure clients receive timely follow-up and clear communication.
· In-Person Responsibilities
o Inventory office supplies and art supplies
o Water office plants
o Table at provider fairs and events throughout the SF Bay Area (mostly East Bay), educating the public about our services.
o Assist at community-based workshops, trainings, and events including photo and video documentation.
· Keep accurate record of all work completed.
· Meet with EBAT director/supervisor once per week for updates/coordination
· Other duties as needed
Qualifications:
· Associate’s Degree
· Previous experience in an administrative or intake coordination role, preferably in a healthcare or mental health setting.
· Exceptional organizational and multitasking skills.
· Strong written and verbal communication abilities.
· Proficiency with Microsoft Office Suite including Excel and practice management software/electronic health records systems (Simple Practice).
· Ability to handle sensitive information with confidentiality and care.
· Empathetic and patient demeanor with a client-first mindset.
· Knowledge of mental health terminology and services.
· Local to the SF Bay Area with a reliable means of transportation
· Creative and understands the healing power of the arts first-hand.
Preferred Qualifications:
· Bilingual in Spanish
· Bachelor’s Degree
· Experience working in a mental health therapy practice.
· Experience using CRM software (Customer Relations Management software e.g. TherapyFlow)
· Experience using an EHR (Electronic Health Records System e.g. Simple Practice)
· Post-secondary coursework in psychology, behavioral health, and/or child development
· Post-secondary coursework in business administration
Benefits:
· Competitive salary based on education level and experience.
· Supportive and collaborative work environment.
· Roth IRA (Retirement Account)
· Life Insurance
· 1 hour of sick pay for every 30 hours worked
· Free EBAT Merch!
Pay Scale:
$25-28 per hour
How to Apply: Interested candidates should submit a resume and a cover letter detailing their qualifications and interest in the role to [email protected]
*This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.
East Bay Art Therapy is an equal opportunity employer and values diversity. We encourage applicants of all backgrounds to apply.
Job Type: Part-time
Pay: $25.00 - $28.00 per hour
Benefits:
- Flexible schedule
- Life insurance
- Retirement plan
Education:
Experience:
- Intake: 1 year (Required)
Language:
Ability to Commute:
- Oakland, CA 94610 (Required)
Work Location: Hybrid remote in Oakland, CA 94610
