Part-time and Intake Administrative Assistant

3 weeks ago

Chicago, United States Urban Wellness Full time

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:_
- 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**:

- Employees in this job are regularly required to sit indoors in a climate-controlled office for extended periods of time.
- Employees in this posi

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