FamilyCare Counseling Solutions is seeking a Part-Time Administrative Assistant Employee Services & Scheduling to support front office operations, scheduling coordination, employee services, payroll administration, and administrative workflow management. This position serves as the primary support resource for day-to-day administrative operations and helps ensure a positive experience for clients, staff, and providers. The ideal candidate is highly organized, detail-oriented, comfortable working independently, and experienced in healthcare or office administration.
Administrative Assistant - Employee Services & Scheduling
25-30 hours/week
Typical Schedule: Monday-Friday, 11:30 AM-6:00 PM
Additional hours/flexibility available based on office coverage needs.
Pay: $20.00-$24.00 per hour
Position Summary
The Administrative Assistant – Employee Services & Scheduling provides administrative support for employee services, scheduling operations, patient access, and daily office functions. This position serves as a key administrative resource by assisting with personnel administration, payroll support, onboarding, scheduling, patient access, and front office operations while ensuring efficient workflows and exceptional customer service.
This role is an administrative support position and does not function as a Human Resources Generalist or Human Resources Manager. The position assists ownership with administrative HR processes while maintaining confidentiality and professionalism at all times.
The Administrative Assistant is cross-trained to support front office operations and serves as backup coverage for reception, lunch breaks, and planned or unplanned staff absences.
Essential Job FunctionsEmployee Services Administration
Provide administrative support related to employee personnel administration and workforce operations.
Personnel Administration
Maintain accurate and confidential employee records including:
- Personnel files
- Employment documentation
- New hire paperwork
- Separation documentation
- Confidential employee records
- Personnel file audits
- Required employment forms
Ensure all personnel documentation remains organized, complete, and audit-ready.
Payroll Administration
Provide administrative support for payroll processing by:
- Reviewing employee timecards for completeness
- Tracking PTO requests and balances
- Processing payroll corrections
- Monitoring attendance records
- Tracking leave requests
- Processing employee reimbursement requests
- Assisting ownership with bi-weekly payroll preparation
- Serving as the administrative contact for payroll questions
- Coordinating payroll documentation
Escalate payroll discrepancies to ownership promptly.
Employee Services
Serve as the first administrative point of contact regarding:
- Employee questions
- Policy clarification
- PTO requests
- Attendance concerns
- Administrative procedures
- Required documentation
- Workplace administrative support
Provide guidance regarding established administrative procedures while referring supervisory or disciplinary matters to the Managing Director.
Recruitment & Hiring Support
Assist ownership with recruitment activities including:
- Posting employment opportunities
- Scheduling interviews
- Candidate communication
- Reference check coordination
- New hire documentation
- Offer letter preparation
- Employment paperwork
- Applicant tracking
Onboarding & Offboarding
Coordinate administrative onboarding by:
- Preparing orientation materials
- Creating new hire packets
- Coordinating training assignments
- Preparing equipment and office supplies
- Coordinating badge requests
- Assisting with system access requests
- Tracking onboarding completion
- Maintaining onboarding documentation
Coordinate administrative offboarding by ensuring completion of required documentation, system access removal requests, and personnel file updates.
Training & Compliance Administration
Monitor employee compliance requirements including:
- Professional licenses
- Certifications
- CPR certifications
- Continuing education requirements
- Mandatory trainings
- Background checks
- Personnel file compliance
- Administrative deadlines
Notify ownership of approaching expirations or compliance concerns.
Scheduling & Patient AccessScheduling Operations
Coordinate daily scheduling activities including:
- Therapist schedules
- Targeted Case Manager schedules
- Intake appointments
- Assessment scheduling
- Appointment availability
- Daily schedule optimization
- Waitlist management
- Open appointment utilization
Ensure schedules maximize patient access while minimizing gaps.
Patient Access
Monitor and coordinate:
- New patient scheduling
- Referral scheduling
- Assessment appointments
- Access to care timelines
- Referral conversion
- Scheduling backlog
- Appointment availability
- Timely scheduling of services
Work to improve access to behavioral health services by reducing scheduling delays.
Missed Appointment Management
Maintain and update:
- Missed appointment tracker
- Reschedule tracker
- Cancellation tracker
- Holiday schedule tracker
- PTO scheduling tracker
- Open appointment tracker
Every missed appointment must receive a same-day rescheduling attempt whenever possible.
Document all outreach efforts in accordance with organizational procedures.
Scheduling Coordination
Collaborate daily with:
- Managing Director
- Intake Department
- Reception
- Therapists
- Targeted Case Managers
- Billing Department
Assist in resolving scheduling conflicts and improving patient access across all service lines.
Scheduling Performance Monitoring
Track and monitor scheduling metrics including:
- No-show rates
- Cancellation rates
- Therapist utilization
- Schedule fill percentage
- Time to assessment
- Time to first appointment
- Open appointment availability
Prepare reports for ownership as requested.
Patient Communication
Coordinate patient scheduling communications including:
- Appointment reminders
- Confirmation calls
- Rescheduling appointments
- Follow-up outreach
- Scheduling barrier resolution
- Missed appointment follow-up
Provide professional and courteous customer service during every patient interaction.
Administrative Support
Provide administrative support to ownership including:
- Preparing reports
- Maintaining documentation
- Administrative correspondence
- Policy updates
- Administrative projects
- Data entry
- Record management
- Employee communications
- General office support
Front Office Operations
Serve as a cross-trained member of the front office team.
Responsibilities include:
- Greeting patients and visitors
- Patient check-in
- Patient check-out
- Answering multi-line phone systems
- Appointment scheduling
- Collecting required paperwork
- Collecting copays and payments
- Processing daily receipts
- Scanning documentation
- Assisting with patient inquiries
- Maintaining lobby appearance
Provide coverage during:
- Receptionist lunches
- PTO
- Sick leave
- Meetings
- High patient volume periods
Customer Service Expectations
Consistently demonstrate:
- Professionalism
- Confidentiality
- Compassion
- Excellent communication
- Teamwork
- Organization
- Accuracy
- Timeliness
- Positive patient interactions
Maintain exceptional customer service for patients, employees, referral partners, and visitors.
Required Knowledge & Skills
- Strong organizational skills
- Excellent verbal and written communication
- Ability to manage multiple priorities
- High attention to detail
- Professional customer service skills
- Ability to maintain confidentiality
- Strong computer proficiency
- Microsoft Office and Google Workspace experience
- Scheduling software experience preferred
- Ability to work independently
- Ability to collaborate effectively with multiple departments
Minimum Qualifications
- High school diploma or equivalent required
- Associate degree preferred
- Minimum two years of administrative or office experience preferred
- Healthcare, behavioral health, or medical office experience preferred
- Experience with scheduling, payroll support, personnel administration, or customer service preferred
Physical Requirements
- Prolonged sitting and computer work
- Frequent telephone communication
- Occasional lifting up to 25 pounds
- Ability to move throughout the office
- Ability to perform repetitive keyboard and clerical tasks
Performance Expectations
Success in this position is measured by:
- Timely onboarding and personnel administration
- Accurate payroll support and documentation
- Completion of compliance tracking
- Efficient scheduling and patient access
- Reduction in scheduling delays
- Same-day follow-up on missed appointments
- Professional front office coverage
- Accurate administrative documentation
- Strong customer service
- Collaboration with clinical and administrative teams
- Confidential handling of employee information
- Timely completion of assigned administrative projects
This position performs additional duties as assigned to support the operational needs of FamilyCare Counseling Solutions and ensure the efficient delivery of administrative and patient support services.
Reporting Relationship
Reports directly to Ownership/Managing Director and serves as the primary administrative support lead for front office operations and employee administrative coordination.
Pay: $20.00 - $24.00 per hour
Work Location: In person
