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Part-Time and Intake Administrative Assistant

4 months ago

Chicago, United States Urban Wellness Full time
Job DescriptionJob Description


 

Part-Time and Intake
Administrative Assistant


Position Overview: Urban Wellness is seeking an Intake Administrative Assistant to work under the direction of the Director of Client Experience. The Billing Administrative Assistant will provide support to our team, across the board, as well as directly to the billing team.  Employees in this key position will be responsible for filling in for the Intake Coordinator in the event that they are out of the office. This team member will work up to 20 hours per week, with agreed-upon 50% of  assigned hours between Monday- Friday. 

 

About Urban Wellness: Here at Urban Wellness, we believe in creating the best atmosphere for our clients and employees and giving back to our community. Our mission is to help members of our communities reconnect with the things that are truly important and thrive, both in their own lives and in their relationships. We strive to make wellness a down to earth practice. Our vision is to eliminate mental health stigma by creating awareness of, appreciation for, and acceptance of mental health self-care.

 

Our Values: Urban Wellness lives by values that guide who we are as a team and how we present to our communities. We hire staff who bring these values to life.

 

Creating strong relationships: Building strong, meaningful relationships is a basic need for all of us. We value building relationships within our community and helping our clients do the same. It’s also a hallmark of our business to promote strong, lasting bonds within our team and to work collaboratively both in the office and out in the community.

 

Serving the community: Part of our mission is to contribute to promoting wellness within the community through community involvement, speaking engagements, and financial contributions. It is our goal to reach more people and provide psychoeducational services to students, teachers + administration, and businesses through regular outreach in the community.

 

Invest in quality: We’re committed to providing the best atmosphere for our clients and our team. Our commitment is seen in our beautiful workspace for our employees and a comforting space for our clients and in offering the extra touches like coffee + tea stations, fun music, a collaborative environment for our team, and wrap-around services for our clients. We promote continued education for our clinicians through quarterly trainings in evidence-based practices so clients can feel safe knowing their therapist is always growing in their skill.

 

Promoting inclusion: We promote hiring clinicians of varying backgrounds, beliefs, and specialties to better serve the diverse and unique experiences of our clients. It’s also important that our office promotes a foundation of diversity, equity, and inclusivity in its culture and practice. We also work to be an actively anti-racist and anti-oppression practice and want individuals who are ready to join us in putting in hard work to examine how we can center ourselves, our company and our community to fight against systemic racism.

 

Reports to: Director of Client Experience

 

Essential Duties and Responsibilities:

 

Intake Department Responsibilities: 

  • Perform client care duties including assisting with intake calls, answering the phone and responding to emails to answer general and specific questions about the Practice. 
  • Schedule intake appointments. 
  • Communicate with clients regarding information on file and maintain current credit cards, release forms, and demographic information 
  • Process paperwork and documents submitted by clients.
  • Maintain office locations in a safe and inviting manner for clients. 
  • Successfully convert 20 intake calls per week.
  • Attend mandatory staff meetings and training programs. 
  • Build and maintain effective relationships with co-workers; be respectful of, cooperative and collaborative with co-workers.
  • Perform other duties that may be assigned.
 

Qualifications and Skills: 

  • Excellent verbal and written communication skills.
  • Excellent interpersonal skills.
  • Excellent customer service skills.
  • Ability to effectively assess the needs of potential clients; convert inquiries to clients. 
  • High level of organization and attention to detail.
  • Ability to create and maintain accurate records. 
  • Ability to manage and monitor confidential information. 
  • High level ability to prioritize various projects and tasks independently.
  • Passion for working with others (being collaborative) and helping our team members grow and learn.
  • Ability to handle and provide straight-forward feedback to leadership and Admin team members.
  • Ability to set goals and develop achievable timelines to hit them.
  • Be punctual, reliable and dependable.
  • Ability to work independently on tasks assigned.
  • Align with Urban Wellness’ mission, vision, and values.
  • Experience with Gmail/Google Suites strongly preferred.
  • Previous experience in an office setting strongly preferred.
 

Work Environment and Physical Requirements:

All requirements listed below are subject to possible modification to reasonably accommodate individuals with disabilities.

  • Employees in this job are regularly required to sit indoors in a climate-controlled office for extended periods of time. 
  • Employees in this position are required to spend extended periods of time operating standard office equipment like computers and keyboards, and viewing a computer monitor to execute job duties.
  • Employees in this position are required to occasionally to stand, walk, bend, stoop, grasp, reach with hands or arms.
  • Work near others, usually within a few feet.
  • Maintain compliance with safety and health guidelines to prevent the spread of communicable diseases when working in close proximity (6 feet or less apart) with others, such as wearing a face covering/mask.
  • Infrequent work outdoors on duties as assigned may be required.
 
  • Candidates and/or employees should notify the hiring manager in consideration of any potential accommodation(s) to perform any of the essential duties and responsibilities of this position.
 

Schedule Requirements & Work Location: 

  • Work a schedule of 15-20 hours per week (admin position)
  • After successful training, work may be performed remotely part-time via telehealth systems/platforms. In-person, office days will be established and required. 
  • Accurate recording and reporting of all time worked in this position is required. 
 

This position is not right for you if you’re:

  • Someone just looking for a job to clock in and out of.
  • Someone who doesn’t feel passion for our mission, vision, and values.
  • Someone who’s not a team player or prefers not to work collaboratively.
  • Someone who doesn’t like to hop in and help others get their work done - we highly value teamwork.
 

This position perfect for you if you’re:

  • Aligned with Urban Wellness’ mission, vision, and values.
  • Interested in contributing your skills and expertise to help Urban Wellness grow by expanding our client base. 
  • Energized by and invested in helping others on a team and contributing to the growth of Urban Wellness.
  • Social justice oriented and practice anti-racism work.
  • Creative, engaged in doing good work, and excited by furthering our mission to making wellness a down-to-earth practice.
  • Able to take direct and constructive feedback and run with it.
  • Able to make tough decisions, have difficult conversations.

Application instructions:

 

For consideration, please visit and email fariha@urbanwellnesscounseling.com  your CV and cover letter. 


Job Categories: 

FLSA Status: Non-Exempt 

Pay-type: Hourly 

Classification: Part-Time

Benefits Eligible: No 

Safety Sensitive: No



 

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